Administrative Coordinator, Faculty Affairs Radiology

About the role

The coordinator of Faculty Affairs serves as the central operational resource for all phases of faculty recruitment, onboarding, credentialing, and lifecycle administration. This role partners closely with department leadership, finance, immigration counsel, and hospital credentialing bodies to ensure seamless integration of new faculty from offer acceptance through onboarding, orientation to support our faculty.

Responsibilities

• Recruitment & Position Management
• Develop and post faculty job descriptions in Workday and on external job boards as needed.
• Maintain recruitment records and ensure compliance with posting requirements.
• Offer & Hire Processing
• Collect and track signed offer letters and practice agreements.
• Execute faculty hire transactions in Workday accurately and on schedule.
• Update and maintain the faculty rank list following each new hire.
• Visa & Immigration
• Determine visa requirements for each new hire and initiate the visa process with HMFP Immigration Attorney as required.
• Distribute the HMFP intake form to the new hire and track completion.
• Onboarding & Orientation
• Schedule and coordinate the new faculty luncheon with the Chair, CAO, and EA.
• Add new faculty members to all relevant departmental email distribution lists and communication channels.
• Distribute the Faculty Orientation Booklet to each new hire.
• Review departmental strategic documents and organizational charts with new faculty as appropriate.
• Credentialing & Hospital Privileges
• Request credentialing packets via ARF, as well as CRICO and BHPYN platforms.
• Facilitate and monitor the hospital credentialing process end-to-end.
• Attend and participate in monthly BHNPYN meetings.
• Track and follow up on the return of credentialing packets for each new hire.
• Provide new hires with the link to obtain a Massachusetts (MAS) medical license, if applicable.
• Systems Access & IT Setup
• Request IS access for all clinical sites at which the new hire will practice.
• Submit Epic access requests via the IS Request portal.
• Request PACS (Picture Archiving and Communication System) access as required.
• Operational & Administrative Setup
• Initiate EOHS (Employee Occupational Health Services) clearance.
• Coordinate ID badge issuance and key requests.
• Process radiation badge request if applicable.
• Arrange office space, desktop computer, phone, and pager as needed.
• Facilitate parking or parking sticker arrangement.
• Schedule Media Lab appointment for faculty headshot.
• Notify the Head of Communications to prepare the hire newsletter announcement and Brown Bag session invitation.

Qualifications

• High School diploma or GED required; Bachelor's degree preferred.
• 1-3 years related work experience required.
• Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
• May produce complex documents, perform analysis and maintain databases.

Skills

• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving.

Benefits

N/A

Pay

$58,011.00 USD – $78,075.00 USD

Schedule

N/A