Program Manager, OPH Faculty Affairs at Mass General Brigham
Boston, MA 02108
About the Job
DescriptionPOSITION SUMMARY:The Program Manager of Faculty Affairs works closely with senior department leadership, including the Ophthalmology Department Chair, Vice Chair for Ophthalmology Promotions and Reappointments, the Director, Ophthalmology Administration and the Harvard Medical School Office of Faculty Affairs. This position requires excellent communication and project management skills plus superb writing. A substantial degree of autonomy, discretion, and independent decision-making is expected. Reporting to the Associate Director of Harvard Ophthalmology Communications, the Program Manager of Faculty Affairs manages all aspects of the Harvard Medical School appointment, reappointment, and promotion process for faculty, trainees, and research staff of approximately 400. The Program Manager serves as the department’s go-to-expert for all matters related to faculty affairs. They also play an important role in the Harvard Ophthalmology Mentoring Program, helping to match new faculty with mentors, coordinating quarterly meetings, and ensuring that mentors and mentees are connecting and having positive, enriching experiences. ESSENTIAL FUNCTIONSHMS Appointments, Reappointments, and PromotionsWorking closely with the Harvard Ophthalmology Chair and Vice Chair of Ophthalmology Promotions and Reappointments, the Program Manager of Faculty Affairs oversees the HMS appointment, reappointment, and promotion processes for all faculty, trainees, and research staff. This includes: Guiding faculty through the promotion process, which includes advising them on their CVs, helping them collate dossier materials, soliciting evaluation letters, and drafting recommendation letters to the Dean. Managing the reappointment process for all faculty, fellows and research staff (3 separate cycles throughout the year)Providing completed dossiers for new faculty (all ranks) and trainees to HMS and onboarding them through HMS PeopleSoftProcessing departures for all faculty, trainee, and research staff who hold an HMS appointmentProviding guidance and advice to faculty/trainees who have questions related to HMS appointment processesServing as a liaison between HMS and facultyPreparing all materials and leading monthly Promotion and Reappointment Subcommittee meetingsWorking closely with the Vice Chair of Promotions and Reappointments (PnR), including providing guidance on HMS appointment process, prioritizing workflow and setting P&R agendas, and advising on/addressing any atypical faculty and trainee appointment mattersMaintaining internal database to track appointments and promotions and ensure they are processed in a timely manner.Harvard Ophthalmology Chair Support
• Writes External Evaluation letters for external faculty who are being considered for promotion and other Chair letters of support, as needed
• Evaluates and synthesizes faculty clinical, research, and teaching accomplishments to writes all appointment, reappointment, and promotion letters to the DeanHarvard Ophthalmology Mentoring Program
• Manages the Department's Mentoring Program, scheduling Mentoring Oversight Board meetings as necessary, supporting both mentees and mentors
• Manages the mentor onboarding, including meeting with new faculty and introducing them to the Harvard Ophthalmology Mentor Program and HMS promotion process
• Meets regularly with current faculty to check in on their Mentor Program experience
• Oversees nomination and selection of annual Harvard Ophthalmology Mentor Awards
• Analyzes data from the program to make recommendations regarding program resource use, draws observations and reports on improvements to program and overall success of the curriculum and mentee experience.
• Synthesizes data and shares feedback about program operations and enhancements to mentors.
• Creates and prepares reports for Vice Chair of Promotions and Reappointments and Chair of Ophthalmology.Remarks and Presentations
• Writes remarks and develops PowerPoint slides for departmental meetings (such as Executive Committee, Faculty Retreat, Annual Meeting and Alumni Reunion) for the Vice Chair for Ophthalmology Promotions and ReappointmentsOther Duties
• In partnership with the Director of Ophthalmology Administration, maintains records regarding departmental appointments and assignments, including titles, etc.
• Manages and staffs the HMS Chief’s Vice Chair and Executive Committee meetings, including scheduling meetings, creating agendas, disseminating materials, and drafting minutes of committee discussions.
• An expert in the HMS CV format, provides guidance to faculty and helps them craft compelling narrative reports that showcase their accomplishments
• Leverage their expertise on other correspondence and related materials as needed
• Performs other duties as assignedQualificationsREQUIREMENTSBachelor’s degree (scientific and/or communications background preferred) Minimum 4 years’ experience preferred. Proficient working knowledge of MS Office SuiteExcellent communication skills, with a clear and compelling writing styleAttention to deadlines and ability to handle competing prioritiesCritical thinking and strong initiative Professional demeanor and ability to work with highly confidential information are fundamentalPREFERRED SKILLSExperience in academic medicine strongly preferredMasters’ level or equivalent education preferredAbility to evaluate, analyze, and synthesize scientific data is a plusAbility to work to accurately understand the perspectives of stakeholders and program participants Ability to build strong intra-and-extra entity partnerships WORKING CONDITIONS:Hybrid - RemotePHYSICAL REQUIREMENTS:No specific requirements beyond routine office work. This description is intended to indicate essential tasks and levels of work difficulty that will be required of positions that will be given this title. It is not intended to limit or in any way modify the right of supervisors to assign, direct, or control the work of staff members under their supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned but that are of similar kind or level of difficulty.Job Field: Professional/ManagerialOrganization: Mass. Eye and Ear (MEE)Schedule: Full-timeShift: Day JobEmployee Status: Regular
• Writes External Evaluation letters for external faculty who are being considered for promotion and other Chair letters of support, as needed
• Evaluates and synthesizes faculty clinical, research, and teaching accomplishments to writes all appointment, reappointment, and promotion letters to the DeanHarvard Ophthalmology Mentoring Program
• Manages the Department's Mentoring Program, scheduling Mentoring Oversight Board meetings as necessary, supporting both mentees and mentors
• Manages the mentor onboarding, including meeting with new faculty and introducing them to the Harvard Ophthalmology Mentor Program and HMS promotion process
• Meets regularly with current faculty to check in on their Mentor Program experience
• Oversees nomination and selection of annual Harvard Ophthalmology Mentor Awards
• Analyzes data from the program to make recommendations regarding program resource use, draws observations and reports on improvements to program and overall success of the curriculum and mentee experience.
• Synthesizes data and shares feedback about program operations and enhancements to mentors.
• Creates and prepares reports for Vice Chair of Promotions and Reappointments and Chair of Ophthalmology.Remarks and Presentations
• Writes remarks and develops PowerPoint slides for departmental meetings (such as Executive Committee, Faculty Retreat, Annual Meeting and Alumni Reunion) for the Vice Chair for Ophthalmology Promotions and ReappointmentsOther Duties
• In partnership with the Director of Ophthalmology Administration, maintains records regarding departmental appointments and assignments, including titles, etc.
• Manages and staffs the HMS Chief’s Vice Chair and Executive Committee meetings, including scheduling meetings, creating agendas, disseminating materials, and drafting minutes of committee discussions.
• An expert in the HMS CV format, provides guidance to faculty and helps them craft compelling narrative reports that showcase their accomplishments
• Leverage their expertise on other correspondence and related materials as needed
• Performs other duties as assignedQualificationsREQUIREMENTSBachelor’s degree (scientific and/or communications background preferred) Minimum 4 years’ experience preferred. Proficient working knowledge of MS Office SuiteExcellent communication skills, with a clear and compelling writing styleAttention to deadlines and ability to handle competing prioritiesCritical thinking and strong initiative Professional demeanor and ability to work with highly confidential information are fundamentalPREFERRED SKILLSExperience in academic medicine strongly preferredMasters’ level or equivalent education preferredAbility to evaluate, analyze, and synthesize scientific data is a plusAbility to work to accurately understand the perspectives of stakeholders and program participants Ability to build strong intra-and-extra entity partnerships WORKING CONDITIONS:Hybrid - RemotePHYSICAL REQUIREMENTS:No specific requirements beyond routine office work. This description is intended to indicate essential tasks and levels of work difficulty that will be required of positions that will be given this title. It is not intended to limit or in any way modify the right of supervisors to assign, direct, or control the work of staff members under their supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned but that are of similar kind or level of difficulty.Job Field: Professional/ManagerialOrganization: Mass. Eye and Ear (MEE)Schedule: Full-timeShift: Day JobEmployee Status: Regular
