Faculty Support Coordinator - Boston Medical Center
Boston, MA 02118
About the Job
POSITION SUMMARY:
Reporting to the Executive Assistant/Supervisor the Faculty Support Coordinator will coordinate & provide support for onboarding and offboarding of faculty. The position is responsible for the maintenance of various databases (which includes extracting existing data to manipulate/calculate/format into presentable reports, charts and graphs) to ensure accurate and timely information on recruitment efforts, onboarding/offboarding of faculty that are not otherwise covered by program coordinators across the department. Serves as a resource for faculty for issues relating to faculty contracting, enrollment and credentialing and helps develop, document and share best practices associated with the role. The Faculty Services Coordinator will participate in responsibilities carried out by the Administrative Coordinator, and will assist the Executive Assistant to the Chair in carrying out administrative duties related to the Faculty Appointment process.
Position: Faculty Support Coordinator
Department: Psych Administration
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
Other duties
Must adhere to all of BMC's RESPECT behavioral standards
JOB REQUIREMENTS
EDUCATION:
EXPERIENCE:
KNOWLEDGE AND SKILLS:
Req id: 30714
Reporting to the Executive Assistant/Supervisor the Faculty Support Coordinator will coordinate & provide support for onboarding and offboarding of faculty. The position is responsible for the maintenance of various databases (which includes extracting existing data to manipulate/calculate/format into presentable reports, charts and graphs) to ensure accurate and timely information on recruitment efforts, onboarding/offboarding of faculty that are not otherwise covered by program coordinators across the department. Serves as a resource for faculty for issues relating to faculty contracting, enrollment and credentialing and helps develop, document and share best practices associated with the role. The Faculty Services Coordinator will participate in responsibilities carried out by the Administrative Coordinator, and will assist the Executive Assistant to the Chair in carrying out administrative duties related to the Faculty Appointment process.
Position: Faculty Support Coordinator
Department: Psych Administration
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
- Provides administrative and calendar management support to the Vice Chair of Research & Vice Chair, Chief of Psychology
- Responsible for the development and maintenance of recruitment database for all faculty .Coordinate with Sr Admin Director, Director of Finance, and other department directors and coordinators to track recruitment efforts and vacancies across the department
- Attend recruitment related meetings, including credentialing and enrollment, and responsible for agendas and minutes and follow up communication and coordination related to recruitment efforts for all faculty recruitment
- Coordinate and schedule interviews for faculty candidates
- Responsible for the maintenance of various databases (which includes extracting existing data to manipulate/calculate/format into presentable reports, charts and graphs) related to onboarding/offboarding and faculty recruitment to ensure accurate and timely information
- Prepares ongoing Provider Performance Evaluations (OPPE/FPPE) for approval to ensure clinical competency mandate. Identifies level of data collected to determine level of report to prep. Organizes electronic files for the OPPE submission. Processes monthly data reports and collects data to provide overall summaries per Joint Commission and hospital requirements
- Prepares statistical data on each faculty and staff for weekly, monthly and yearly evaluations. Ensures that all monthly faculty evaluations are up-to-date on database management software (New Innovations). Initiates communications for mandatory training for faculty and staff.
- Coordinates timely credentialing for licensure; maintains current records of ACLS-status and arranges for re-certification training in advance of expiration date. Maintains CME file for all faculty.
- Assists Executive Assistant to the Chair with Faculty Appointment and Promotions (FAP) process, drafting letters to potential evaluators, composing and maintaining high-level correspondence, drafting letters of recommendation for submission to the Dean, and other duties as needed
- Submits weekly timesheets directly to Payroll Department (SAP for faculty), and manage paychecks for moonlighting and per diem staff
- Track faculty vacation time, once approved by supervisor
- Coordinate with hospital/medical staff office regarding credentialing and enrollment. Update enrollment as residents/fellows become billable providers
- Update, maintain, create, and remove faculty appointment promotions into SAP system, as needed, and work with Department leadership, BU Manager of Affiliated Sites, and VA Boston Psychiatry administration to ensure current and accurate faculty list is maintained
- Serves as liaison for Department/Section regarding benefits and Human Resource issues for faculty.
- Maintain all departmental and employee files and records, including completion of mandatory trainings for faculty. Ensure that Employee Contact database and phone list is maintained up-to-date.
- Assist with new hire set-up (assign and issue keys, beeper and lab coats to new hire, set up office/desk area, request system logins, etc.) and manage coordination with other department administrative staff to ensure a smooth transition on and off faculty staff
Other duties
- Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage including back-up coverage for academic appointments, adjusting assignments, etc.
- Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Responds to inquiries or routes calls to the appropriate source.
- Utilizes hospital's behavioral standards as the basis for decision-making and to facilitate the hospital and the department's mission.
- Follows established hospital infection control and safety procedures.
- Back up/coverage for academic appointments and administrative coordinator
- Performs other duties as assigned or as necessary.
Must adhere to all of BMC's RESPECT behavioral standards
JOB REQUIREMENTS
EDUCATION:
- Bachelor's Degree, or commensurate level of experience with graduate medical education programs. 3-5 years of relevant experience required.
EXPERIENCE:
- Experience with graduate medical education programs preferred.
KNOWLEDGE AND SKILLS:
- Requires an intelligent, self-motivated individual with very strong organizational and multitasking skills and self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.
- Exemplary written and verbal communication skills.
- Requires ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.
- Requires strong knowledge of and ability to operate various computer software applications/computer systems, including web-based systems, word processing programs, data spreadsheets, and office management systems including but not limited to MS Word, Access, Excel and Power Point and New Innovations.
- Requires excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and ability to maintain detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
- Requires ability to work with numbers, including payroll
Req id: 30714
Source : Boston Medical Center