The Clinical Faculty Affairs Officer (CFAO) plays a critical role in operationalizing the Faculty of Medicine (FoM)’s Clinical Faculty Appointment and Promotion Policy. Reporting directly to the Director of Academic Affairs and receiving academic direction from the Associate Dean, Faculty Affairs, the CFAO serves as the central administrative and advisory resource for all clinical faculty lifecycle activities.
The CFAO is responsible for coordinating and managing the full lifecycle of clinical faculty appointments, including initial appointments, reappointments, and promotions, ensuring compliance with FoM and University policies. The incumbent provides expert guidance to faculty, department leaders, and committees on appropriate appointment pathways and promotion processes.
This position is integral to establishing a transparent, consistent, and policy-aligned faculty appointments system, ensuring that clinical faculty are effectively supported in contributing to the FoM’s academic mission, which includes teaching, clinical service, research/scholarship, and leadership.
The role operates at the intersection of academic administration, policy implementation, and faculty support, acting as a liaison across the Faculty of Medicine and external partners.
What we offer:
-
Flexible work arrangements
-
Comprehensive Health and Dental Care Benefits
-
Post Retirement Benefits
-
Tuition Waivers
-
Health and Wellness on Campus available to staff and their families
-
Professional Development Opportunities
ROLES AND RESPONSIBILITIES:
Clinical Faculty Appointments and Reappointments
-
Administer and coordinate all clinical faculty appointment processes, including application intake, documentation review, and file preparation
-
Facilitate initial appointments and reappointments, ensuring alignment with policy requirements and eligibility criteria
-
Track appointment terms and proactively manage renewal timelines
-
Provide guidance on appropriate appointment categories, ranks, and pathways
-
Liaise with departments and committees to ensure timely progression through approval processes
Promotions Administration and Support
-
Coordinate and facilitate promotion applications across all academic ranks
-
Advise faculty and department leadership on promotion criteria and expectations, aligned with FoM pillars (teaching, clinical service, research, leadership)
- Ensure completeness and compliance of promotion dossiers
-
Support committee workflows (DAPC, AAC) and track progression through approval pathways
-
Monitor promotion cycles and maintain records of outcomes
Faculty Lifecycle Tracking and Database Management
-
Maintain and oversee the Faculty of Medicine faculty database, ensuring data integrity and accuracy
-
Track:
o Appointment start/end dates
o Renewal eligibility
o Promotion readiness
o Leaves and status changes -
Develop tracking systems to support proactive reminders for:
o Appointment renewals
o Promotion eligibility -
Generate reports and analytics to support strategic decision-making and accreditation requirements
Policy Implementation and Advisory Function
-
Provide expert interpretation of the Clinical Faculty Appointment and Promotion Policy
-
Ensure all processes are policy-compliant, consistent, and equitable
-
Identify gaps, risks, or inconsistencies in processes and recommend improvements
-
Support the ongoing refinement of policies and procedures based on operational realities and best practices
Committee and Governance Support
-
Support the operations of:
o Department Appointments and Promotions Committees (DAPC)
o Appointments Advisory Committee (AAC) -
Prepare documentation, agendas, and records of decisions
-
Ensure adherence to governance processes, timelines, and confidentiality requirements
Faculty Communication and Support
-
Serve as the primary point of contact for clinical faculty inquiries regarding:
o Appointments
o Reappointments
o Promotions -
Provide clear, timely communication and guidance to applicants and stakeholders
-
Support onboarding processes for new clinical faculty
-
Other duties as required
QUALIFICATIONS:
-
Minimum 3–5 years of experience in:
o Academic administration
o Faculty affairs
o Human resources or labour relations
Experience working with complex policies, committees, or regulatory processes is strongly preferred. A combination of experience and education may be considered for applicants without the stated education requirements
SKILLS AND COMPETENCIES:
-
Strong analytical and decision-making skills
-
Exceptional organizational and tracking ability
-
Ability to interpret and apply policy with consistency and sound judgement
-
High attention to detail and accuracy
-
Excellent communication and interpersonal skills
-
Ability to manage multiple priorities and deadlines in a fast-paced environment
-
Discretion and professionalism in handling confidential information
