Faculty Support Coordinator

bmc; Boston (MA); On-site; USD 70,000 - 110,000; Full time

Job summary

Boston Medical Center is seeking a Faculty Support Coordinator to provide comprehensive administrative and coordination support to all faculty staff in the Department of Psychiatry at the Main Campus.

The role will manage data for faculty databases, generate reports and graphical presentations for management, and ensure compliance with contracting, evaluation, and credentialing processes. It also supports the Program Coordinator during peak periods and absences.

Qualifications

• Strong organizational and data management skills.
• Experience with faculty recruitment and credentialing processes.
• Ability to manage multiple priorities with discretion.

Responsibilities

• Provide executive-level administrative support, including calendar management and scheduling for the Executive Vice Chair and Vice Chairs.
• Coordinate faculty and provider recruitment activities, including interview scheduling and updates.
• Onboard/offboard BUMG MD/PhD providers ensuring compliance with procedures.
• Prepare and process salary and offer letters with hiring managers and leadership.
• Develop surveys for candidate evaluation to support analytics and process improvement.
• Manage overbase payment entries for moonlighting activities in BU Works with accuracy.
• Lead faculty appointments and promotions process with documentation and compliance.
• Coordinate AdAPT system processes including evaluator entry and letters of recommendation.
• Prepare and coordinate monthly faculty meetings and agendas.

Skills

Administrative coordination

Data reporting

Recruitment scheduling

Credentialing

Document management

Communication

Tools

New Innovations

BU Works

Job description

POSITION SUMMARY :

Reporting to the Executive Assistant, the Faculty Support Coordinator provides comprehensive administrative and coordination support to all faculty staff across the Department of Psychiatry at the Main Campus. The role exercises independent judgment and discretion in managing competing priorities on an ongoing basis. 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.

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. In addition, this role contributes to the development, documentation, and continuous improvement of best practices related to faculty services and administrative workflows.

The position also serves as a backup for the Program Coordinator, providing support as needed to ensure continuity of operations, including assisting with scheduling, coordination, and program-related administrative tasks during absences or peak workload periods.

Position : Faculty Support Coordinator

Department : Psychiatry Administration

Schedule : Full Time

ESSENTIAL DUTIES & RESPONSIBILITIES :

• Provide executive-level administrative support, including calendar management, meeting coordination, and scheduling for the Executive vice Chair and Vice Chairs.
• Manage and coordinate faculty and provider recruitment activities, including interview scheduling, recruitment meetings, and communication of interview updates and feedback.
• Independently manage onboarding and offboarding processes for BUMG MD/PhD providers, ensuring smooth transitions and compliance with departmental procedures.
• Independently prepare, review, and process salary and offer letters in collaboration with hiring managers and leadership.
• Develop 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.
• Lead the complex process of 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.
• Independently coordinate faculty meetings, including agenda development, scheduling, and logistical support for monthly faculty sessions.
• Actively participate in weekly Faculty Appointments Committee meetings to coordinate workflow planning, provide time sensitive updates, and engage in ongoing process coordination.
• As the primary lead, own and maintain faculty appointment and promotion databases, ensuring accuracy, consistency, and timely updates.
• Conduct annual verification of faculty records in collaboration with VA Boston and BU Faculty Affairs to ensure data integrity.
• Coordinate annual faculty CV collection to support performance review and promotion cycles.
• Work independently with HR, credentialing, finance, IT, payroll, and other departments to coordinate faculty-related processes and resolve issues. Follow requests through to completion and ensure all parties are informed of required actions.
• Serve as a resource for faculty by responding to administrative questions and resolving issues within established guidelines. Use sound judgment to determine appropriate solutions and escal...
• Develop and manage OPPE/FPPE reporting processes, including electronic file organization, data reporting, and semi-annual summaries to support clinical competency requirements.
• Generate routine statistical reports for faculty performance evaluations (weekly, monthly, annual) using systems such as New Innovations.
• Initiate 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 and maintain faculty rotations and scheduling assignments on an annual basis.
• Independently draft and edit high-level correspondence, reports spreadsheets, and presentations; ensure accuracy and data validation prior to submission.
• Take ownership of assigned administrative processes by assessing current workflows, identifying gaps or inefficiencies, recommending solutions, and implementing approved changes to improve departmental operations.
• Act as the pr