Faculty Support Coordinator

Position Summary

Reporting to the Executive Assistant, the Faculty Support Coordinator provides comprehensive administrative and coordination support to faculty staff. This role is responsible for the ongoing maintenance and integrity of multiple faculty-related databases, including extracting, organizing, analyzing, and formatting data to produce accurate reports, charts, and graphical presentations for management and operational use.

About the Role

The position ensures the timely updating and verification of faculty information to support reporting requirements and institutional decision-making. The Faculty Support Coordinator also serves as a key resource for faculty regarding processes related to contracting, evaluation, and credentialing, ensuring accurate documentation, compliance, and adherence to established procedures.

Responsibilities

• Provide executive-level administrative support, including calendar management, meeting coordination, and scheduling for the Executive vice Chair and Vice Chairs.
• Cook up and distribute candidate evaluation surveys for both accepted and declined candidates to support recruitment analytics and process improvement.
• Administer overbase payment entries for BUMG moonlighting activities in BU Works, ensuring accuracy and timeliness.
• Support faculty appointments and promotions, including drafting chair letters, preparing documentation, and ensuring compliance with institutional guidelines.
• Manage AdAPT system processes, including evaluator entry, solicitation tracking, follow-up, and collection of recommendation letters.
• Cook up and support mandatory training communications for faculty and staff compliance tracking.
• Coordinate credentialing activities, including licensure tracking, ACLS certification monitoring, and recertification scheduling.
• Maintain CME records for faculty and ensure documentation is current and compliant.
• Prepare employment verifications, recommendation letters, and other formal correspondence for leadership review and approval.
• Support confidential personnel processes, including personnel action forms, expense validation, invoice processing, and reimbursement requests.
• Monitor and track faculty vacation time following supervisor approval.
• Coordinate new hire onboarding logistics, including workspace setup, system access requests, and distribution of equipment and credentials.
• Coordinate meeting logistics, including room scheduling, audiovisual setup, and catering arrangements as needed.

Qualifications

• Bachelor’s Degree, or commensurate level of experience with graduate medical education programs (i.e. HS diploma/GED plus 7 years related experience or Associates degree plus 5 years of related experience).
• At least 3 years of relevant experience required. Experience with graduate medical education programs preferred.
• Proficient with Excel and Power Point programs.
• Requires an intelligent, self-motivated individual with very strong organizational and multi-tasking skills and self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.
• Exemplary written and verbal communication skills.
• Pleasant, courteous, and helpful telephone manner and professional demeanor for favorable “first impression.”
• Requires strong interpersonal skills and flexibility necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds.
• 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 and institutional GME software required for all residency programs 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.

Skills

• Strong organizational and multi-tasking skills.
• Self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.
• Exemplary written and verbal communication skills.
• Strong interpersonal skills and flexibility necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds.
• 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.
• 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 and institutional GME software required for all residency programs including but not limited to MS Word, Access, Excel and Power Point and New Innovations.
• 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.

Benefits

This position does not offer benefits at this time.

Pay

$24.04 - $33.65

Schedule

Full Time