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Director of Faculty Affairs - Kaiser Permanente Bernard J. Tyson School of Medicine

Location: Pasadena, CA Job Number: 883186 Date posted: 04/14/2020

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joining the team that is designing and implementing Kaiser Permanente Bernard
J. Tyson School of Medicine, you will have the opportunity of a lifetime to
create a medical school that will educate physicians for the 21st century and
beyond and be a catalyst for change in medical education. The School of
Medicine team works from an interdependent model of practice and we are looking
for someone who thrives in a highly challenging role within a high functioning
team-based environment.

Kaiser Permanente Bernard J. Tyson School of Medicine is devoted first and
foremost to offering an outstanding, forward-thinking medical education. 
Its curriculum is built on the three pillars of Biomedical Science, Clinical
Science, and Health Systems Science. Students will think broadly about the ways
care can be more effective for everyone and learn how to advocate for better
health in homes, school, workplaces, neighborhoods, and society at large. The
school will incorporate many of the most innovative and effective educational
practices available today and will give students the opportunity to learn from
the physicians and care teams in Kaiser Permanente-s integrated health care
system.  This approach will provide future physicians with the knowledge
and skills to play key roles in the transformation of healthcare in our nation
and help people from all backgrounds and settings thrive. Learn more at

The Director of Faculty Affairs at the Kaiser Permanente School of Medicine will facilitate faculty appointments and promotions for approximately 650 faculty; ensure the provision of faculty services and resources; support faculty training and development; enhance diversity and inclusion; and oversee all aspects of faculty data management and reporting. She/he will also help to develop policies and manage key processes related to faculty recruitment, governance, rights and responsibilities, and participation on School of Medicine committees. She/he will facilitate communication between faculty and administration. She/he will help to ensure diversity within the faculty and promote an inclusive environment for faculty and within the School as a whole. The Director of Faculty Affairs reports to the Senior Associate Dean for Academic and Community Affairs. The DFA works closely with the academic Department Chairs and Senior Director of Human Resources.

Essential Responsibilities:
  • Collaborate with the School of Medicine deans, faculty, and departments to create and direct processes and procedures for faculty appointment, promotion, and reappointment. Facilitate and assist in the development of criteria for appointment/promotion at each rank, and processes/timelines for reviewing relevant materials. Ensure quality of materials submitted for review. Ensure adherence to established processes for appointment and promotion. Work with the Medical Board of California and other external bodies as they relate to faculty appointments.
  • Support faculty and/or department chairs with appointment/promotion processes, with matters related to faculty rights and responsibilities, and with other matters related to faculty affairs. Notify faculty/department chairs and other appropriate School personnel of appointment, continuation, or termination of appointment, promotion, and/or other status changes.
  • Develop and help direct processes for faculty recruitment and retention. Ensure that such processes support the School mission and vision, and in particular, that they support faculty diversity and inclusion. Maintain documentation of faculty recruitment efforts and provide reports to internal and external regulatory bodies. Collaborate with human resources in development of offer letters as appropriate.
  • Help create and maintain an updated Faculty Handbook. Ensure proper documentation of faculty rights and responsibilities; values and mission; misconduct and conflict resolution procedures; promotion and appointment requirements.  Ensure faculty access to the Handbook and Bylaws. Communicate on behalf of the Office of Faculty Affairs (e.g., through listservs). Facilitate communication among faculty, and between faculty and administration.
  • Collaborate with the School of Medicine leadership team, including the Senior Associate Dean for Academic and Community Affairs, the Associate Dean for Medical Education, the Director of Evaluation and Assessment, and other School leaders, to determine faculty development initiatives, develop competencies and timelines for programming, develop training materials, facilitate training and assessment, and document training participation. Support faculty in scholarship endeavors, including providing training, access to mentors, and advice to advance scholarly activities. Oversee Academic Career Advisor who holds primary responsibility for these activities.
  • Create and coordinate new faculty orientation programs. Train faculty on practical day-to-day systems and programs. Document orientation completion. Collaborate with IT and Instructional Design to provide asynchronous offerings. Evaluate impact of orientation modules and engage in quality improvement efforts based on faculty feedback. Oversee Academic Career Advisor who holds primary responsibility for these activities.
  • Create and maintain resources such as online tools, training guides, and communication channels to support appointment processes and faculty development. Maintain systems for faculty documentation, information (e.g., deadlines, events, available faculty resources), and a faculty directory/listing of faculty profiles.
  • Create mechanisms to track faculty accomplishments and recognition (e.g., honors and awards). Oversee Academic Career Advisor who holds primary responsibilities for these activities.
  • Assist in the development of processes for and facilitation of faculty governance, including structures and processes related to faculty committees, voting, and authority/responsibility of faculty leaders. Oversee Administrative Assistant who has 75% effort dedicated to management of faculty governance.
  • Ensure faculty and institutional compliance with internal/external/regional/state/national regulatory and accreditation bodies/programs, especially with standards regarding faculty development and faculty affairs. Based on outcomes data and needs assessments, advise relevant School leaders and committees on quality improvement initiatives related to faculty development and faculty affairs.
  • Work with data management and reporting systems. Ensure data confidentiality, quality control and integrity. Deliver accurate and comprehensive faculty data internally, and to external organizations such as the AAMC, US News and World Report, and accrediting bodies (LCME, WASC, and California BPPE), among others. Create descriptive and statistical analyses and reports, and assess trends to inform initiatives, strategy, and process improvement. Engage with outside vendors and KP IT as needed to ensure optimal data management.
  • Work closely with KP and the School of Medicine's Human Resources on faculty pay, benefits, data systems, and related matters.
  • Work with KP units such as Research and Evaluation, IT, Communications, and HR Technology Teams to leverage and integrate KP systems as appropriate, and to ensure effective measures are developed and integrated in support of faculty affairs. Collaborate with web development teams to provide accurate useful and up-to-date information about faculty on internet and intranet portals.
  • Supervise 3 Faculty Affairs Staff (mid-level data specialist, senior-level career advisor, and administrative assistant who coordinates faculty governance procedures). Engage with staff in performance review process.
  • Prepare appointment materials and requested reports for the School of Medicine Board of Directors as requested.
  • Under the direction of the Senior Associate Dean for Academic and Community Affairs, manage the Office of Faculty Affairs budget.
  • Serve on relevant School of Medicine committees, including search committees, IT and data management committees.
  • Help to promote the School as a new medical school, representing Faculty Affairs, in particular. Represent the School at the AAMC Group on Faculty Affairs and other conferences.
  • Basic Qualifications:
  • Minimum five (5) years of experience in higher education.
  • Education
  • Bachelor's degree in a related field OR four (4) years of experience in a directly related field.
  • High School Diploma or General Education Development (GED) required.
  • License, Certification, Registration

  • N/A

  • Additional Requirements:
  • Knowledge of higher education principles, practices and policies.
  • Knowledge of adult learning theory.
  • Outstanding interpersonal, communication (oral and written), and leadership skills.
  • Commitment to diversity, inclusion and ethical practices.
  • Ability to be proactive, take ownership of assigned responsibilities, work with little supervision, and meet deadlines.
  • Ability to develop and complete short-term and long-term strategic goals and priorities, with excellent planning and organizational skills.
  • Demonstrated ability to make sound decisions using good judgment and innovative and creative problem-solving.
  • Ability to work collaboratively with interdisciplinary teams in a complex organization.
  • Experience with personnel database management, troubleshooting and report preparation.
  • Prior supervisory experience.

  • Preferred Qualifications:
  • Experience with accreditation processes and standards for medical education preferred.
  • Master's or other graduate degree in a related field preferred.
  • Expertise in organization of faculty, faculty development, faculty governance, faculty assessment, and/or other areas related to faculty affairs, preferably in health sciences.
  • Ability to manage financial, organizational, and staff resources preferred.
  • Familiarity with current trends and practices in medical education preferred.
  • Familiarity with academic rank/faculty promotion preferred.
  • Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 4:30 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Director/Senior Director Job Category: Education / Training Department: Kaiser Permanente Bernard J. Tyson School of Med Travel: Yes, 5 % of the Time Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

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