BWPO Faculty Affairs Coord. at Brigham & Women's Hospital(BWH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.


The Faculty Affairs Coordinator provides direct support to the Department of Psychiatry and functions as a highly visible representative of the Department. The incumbent must be able to accomplish tasks through others, including peers, faculty, and leaders of various hospital and Partners departments. This requires a high degree of confidence, experience, finesse and political acumen to be successful. The Faculty Affairs Coordinator is expected to function with a high degree of independence and under minimal supervision to accomplish their job responsibilities per strict deadlines.


The Faculty Affairs Coordinator will be responsible for providing high-level management and support to carry out initiatives of the Department of Psychiatry, in particular to Department initiatives at Harvard Medical School (HMS), such as facilitating the career advancement per HMS guidelines and enhancing the career satisfaction of Faculty within the Department. The candidate will also maintain and enhance current programming and service offerings for the Department by section, including Ambulatory, Medical Psychiatry, and Research.



PRINCIPAL DUTIES AND RESPONSIBILITIES
: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.


The Faculty Affairs Coordinator performs the following essential functions:

• Under the general direction of the Department Chairman and Director of Operations, manages all Department aspects in relationship to our programs, services and faculty with the Department of Psychiatry at HMS. This includes faculty recruitment searches, faculty promotions, coordinating HMS sponsored courses and events as well as promotion of programs and services per the Department's vision.


• Help create policies, initiatives and strategies and assist in their implementation in coordination with the Chairman, Department Administrator, Director of Operations, and Grants Administrator as appropriate.


• Manages new hire HR processes with appropriate HR generalist for BWH/BWPO for all Clinical and Research hires and clinical rotators. Completes all new hire paperwork and facilitates the credentialing process. Liaison to new faculty hire from offer through arrival for all questions. Processes visas and gives access to all computer systems. Also onboards sponsored staff and volunteers for the department.


• Maintains HealthStream database for all department faculty and staff and ensure compliance. Maintain all compliance file files for all clinical, research and administrative staff.


• Tracks publications, awards and statistics for department meetings and HMS purposes.


• Works with the Department Chairman, Department Administrator, and Director of Operations to plan, prepare and report on annual reviews for clinical and research faculty, including OPPE/FPPE reports.


• Develop formal presentations, both for internal use at BWH and for external use, including the progress of the Department, Sections and programs as well as issues and obstacles which leads into the annual strategic plan developed by the Department Administrator.


• Develop agendas and meeting minutes for various programs and meetings for the Chairman, Faculty, Department Administrator, and Director of Operations such as and Faculty Meetings.


• Assists with special functions as directed by the Chairman and Director of Operations including planning of meetings, conferences, seminars, Visiting Professor and retreats.


• Works with the Communications Specialist to review and edit brochures and other marketing information including making updates to the Department's website to meet the department's marketing strategy as defined by the Chairman, Department Administrator, and Director of Operations.


• Write, edit, transcribe and distribute all administrative correspondence for the Chairman regarding faculty promotions and business within the Department of Psychiatry at Harvard Medical School. Edit, transcribe and prepare for publication and/or presentation manuscripts, abstracts, slides, and technical publications following specific guidelines as set by publishers.


• Prepares and updates faculty curriculum vitae.


• Trains and educates Administrative Assistants within the department on creating and maintaining CVs in Harvard format.


• Assists the Chairman and the Department Administrator with maintaining and monitoring physician education, faculty employment files and training documentation for the Department and in accordance with hospital compliance regulations.


• Participate on Departmental and Hospital committees.


• Other duties as assigned.

Qualifications

QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)


The Faculty Affairs Coordinator must satisfy the following minimum qualifications:

• Bachelor's Degree required. Healthcare or business administration concentration preferred.


• Minimum of 5 to 7 years of relevant administrative/program/project management experience preferred.


• Experience working in an Academic Medical center preferred. Demonstrated ability to lead initiatives to completion as well as an exemplary record of successful program management.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

• Adheres to all hospital-wide ICARE standards for professional behavior, as well as cultural sensitivity and age specific competencies.


• The ability to communicate effectively with a diverse constituency inside and outside the organization including -- senior hospital administrative staff, research faculty at all levels, research trainees and staff, representatives of other BWH offices, potential donors, representatives, vendors and colleagues.


• Ability to prioritize and manage multiple tasks. Time-management, multitasking and the ability to work under pressure in a fast-paced, developing organization are essential.


• Must possess strong writing and presentation skills.


• Good organizational and interpersonal skills.


• Understanding of and ability to use medical terminology.


• Work effectively with individuals at all levels of the organization.


• Ability to effectively respond to time sensitive and confidential issues.


• Initiative and ability to work well both independently and as a member of a team.


• Thorough knowledge of computer systems and software including MS Office applications and database systems.

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