Academic Staff Affairs Directorate

The Academic Staff Affairs Directorate is one of the key administrative units of Menelik II Medical and Health Science College, responsible for managing and supporting academic staff throughout their professional lifecycle. The Directorate oversees recruitment, promotion, performance evaluation, capacity building, and welfare of academic personnel across all schools and departments.

Currently, the Directorate serves 175 (115 male and 60 female) academic and technical assistant staff members of the College, ensuring that qualified, competent, and motivated professionals are engaged in delivering high quality education, research, and community service. The Directorate works closely with academic units and leadership bodies to strengthen human resource development and institutional excellence.

The Academic Staff Affairs Directorate plays a vital role in ensuring the effective management and development of academic staff in alignment with the College’s mission and strategic goals. Its core functions and responsibilities include:

• Plans the activities of the unit based on the institution's and the sector's strategic plan and monitors their implementation and provides support.
• Ensures that the human and material resources required by the unit are fulfilled and monitors their utilization.
• Ensures that guidelines are developed to govern the unit's activities, verifies that they are implemented according to the procedures upon approval, and proposes periodic revisions.
• Identifies skill gaps among professionals in the unit and arranges for training and education to build their capacity.
• Evaluates the work performance of the unit's staff.
• In consultation with the sector head, establishes and maintains working relationships and collaborates with institutions and units that can contribute to achieving the unit's mission.
• Organizes information and best practices related to the unit's mission.
• Receives and addresses petitions and complaints submitted to the unit, providing appropriate responses.
• Monitors and evaluates the unit's work performance, receives reports from sub-units, provides feedback, prepares performance reports, and submits them in a timely manner to relevant bodies.
• Organizes and facilitates platforms where stakeholders can participate in the unit's mission.
• Provides coaching to ensure that the directorate's staff work ethically, with a sense of ownership, and effectively, based on established values; promotes ethical conduct among staff in the unit.
• Ensures accountability when violations occur and additionally, carries out tasks assigned by the sector head.
• Improves the procedures and practices for academic staff rank promotion within the college.
• Develops various guidelines to improve staff rank assignment and distributes them to colleges and institutes.
• Organizes training on the academic guidelines and regulations developed for relevant units.
• Examines in depth, based on the college's Senate legislation, the documentation for full professor rank promotion requests received from all colleges and institutes.
• Submits complete documentation to the Academic Staff Recruitment, Appointment, and Promotion Committee.
• Copies, organizes, and submits approved rank promotion documentation from the Academic Staff Recruitment, Appointment, and Promotion Committee, through the hierarchy, to the Senate Executive Committee.
• Submits to the College Senate and Board. Examines in depth, based on the college's Senate legislation, the documentation for associate professor rank promotion requests received from all colleges and institutes, and provides verification.
• Collects and organizes profiles of permanent academic staff (both domestic and foreign), Collects and organizes profiles of academic staff on study leave.
• Prepares and publishes an annual, standardized booklet of academic staff profiles within the college and distributes it to relevant units.
• Develops and disseminates various forms to enable colleges, departments, schools, and centers to prepare and submit faculty load data for each semester.
• When audit or supervision occurs, presents clear information on completed work and provides necessary cooperation.
• Promptly notifies relevant colleges and institutes when foreign scholarship opportunities arise.
• Notifies relevant colleges/schools when various foreign scholarship opportunities arise, and forwards applications (after review by the college) to the Ministry of Education.
• Monitors and ensures that faculty members sent abroad for scholarship studies fulfill their agreements with their respective colleges/schools; maintains compiled records.
• Monitors and ensures that faculty members studying domestically on scholarship fulfill their agreements with their respective colleges/schools; maintains compiled records.
• Verifies the recruitment and contract renewal of foreign academic staff.
• Prepares a strategic plan for faculty development and prepares a faculty development strategy for the GTP-2 plan in accordance with the format established by the Ministry of Education.
• Informs colleges of the educational qualifications of their faculty members and prepares them for further training and identifies and reports the training needs of faculty members in the colleges.
• Categorizes in service faculty members by band according to the format established by the Ministry of Education and reports to the Ministry.
• Makes academic staff affairs accessible within the college by adopting and implementing best practices, changing outdated methods, and introducing standardized, modern procedures.
• Ensures that work is done with quality, speed, and efficiency through the development of software supported by modern technology, thereby increasing customer satisfaction.
• Provides input to ensure that recruitment manuals and guidelines are developed in a standardized manner to achieve a fair composition of academic staff within the college.
• In collaboration with relevant units, develop standardized criteria to encourage hardworking faculty members and to compare their teaching, consulting, and research activities.
• Provides input regarding staff promotion, staff load, staff development, and staff training and proposes amendments to the College Senate Legislation concerning the unit's work.
• Prepares the unit's annual plan and budget and prepares, in the prescribed format for each budget year, the activities to be carried out by the unit.
• Prepares the unit's budget requirements according to the allocated budget line items.
• Prepares quarterly and end-of-fiscal-year reports.

The Academic Staff Affairs Directorate undertakes a wide range of operational and strategic activities to support academic excellence, including:

• Coordinating recruitment and onboarding processes for new academic staff.
• Organizing training programs, seminars, and workshops to enhance staff capacity.
• Facilitating academic promotion and career progression processes.
• Implementing performance evaluation and feedback systems.
• Supporting staff participation in research, conferences, and professional development opportunities.
• Managing staff records, contracts, and employment documentation.
• Conducting needs assessments to identify staff development priorities.
• Collaborating with academic units to ensure optimal staff allocation and utilization.
• Providing administrative support on staff related matters through relevant committees and structures.