Program Coordinator, Faculty Affairs

Wright State University; Dayton, Northern (OH, KY); Hybrid; USD 45,000 - 55,000; Full time

Job summary

Wright State University invites applications for the Program Coordinator, Faculty Affairs in the Boonshoft School of Medicine. The role leads administrative operations for Faculty Affairs, coordinating faculty development, promotions, and related programs in collaboration with department chairs and faculty.

Responsibilities include managing promotion processes, maintaining faculty data, supporting events and orientation, and assisting leadership with reporting, budgets, and process improvements.

Qualifications

• Bachelor’s degree with two years of relevant experience; experience should be in a medical or administrative field or closely related area.
• Strong communication skills, both written and verbal.
• Attention to detail with the ability to take initiative and effectively multi-task
• Ability to handle confidential material and to work with utmost discretion
• Ability to support and discern policies/procedures while maintaining positive relationships with faculty, healthcare partners and colleagues

Responsibilities

• Oversee faculty promotion process, schedule promotion workshops, and serve as resource for the faculty seeking promotion.
• Assist in the planning, organization and execution of faculty appointments, prepare correspondence for appointments/promotions, and formal reviews.
• Maintain accurate and up-to-date records of faculty data from the time of appointment through separation, including certifications, credentials, promotions, and evaluations for annual reporting and accreditation purposes.
• Ensure confidentiality and compliance with data protection regulations.
• Build and maintain working relationships with Departments, Marketing, and IT, including maintaining the content of the Faculty Affairs section of the website.
• Provide planning and logistical support for all academic events such as faculty retreats and annual meetings, faculty development programs, and workshops.
• Support the onboarding process for new faculty by providing them with necessary information, materials, and resources.
• Coordinate orientation sessions to familiarize new faculty members with the institution’s policies, procedures, and culture.
• Serve as the administrative lead for the Faculty Affairs Office, coordinating day-to-day administrative operations and ensuring effective and timely completion of office processes and activities.
• Provide administrative support to Faculty Affairs Leadership, including coordination of projects, initiatives, meetings, and follow-up activities.
• Compile, organize, and maintain faculty affairs data and information to support annual reporting, accreditation activities, strategic planning, and leadership decision-making.
• Assist with assessment of faculty affairs programs and initiatives by collecting and analyzing relevant data, tracking outcomes, and preparing reports for Faculty Affairs leadership.
• Stay informed about institutional policies and procedures related to faculty affairs.
• Help ensure that faculty members are aware of and adhere to these policies.
• Recognize areas for process improvements and work with Faculty Affairs leadership in development and implementation of new processes.
• Participate in process analysis, implementation and maintenance of systems of record and workflows regarding all aspects of faculty appointments.
• Support all initiatives, including the drafting of best practice tools.
• Assist with other faculty affairs projects, reporting requirements, and initiatives as assigned by Faculty Affairs leadership.

Education

Bachelor’s degree with two years of relevant experience

Job description

Wright State University is an equal opportunity employer.

Faculty Rank or Job Title

Faculty Rank or Job Title Program Coordinator, Faculty Affairs

Job Category:

Job Category: Administrative (exempt/non-exempt)

Department

Department Faculty Affairs-BSOM

EEO number:

EEO number: 26P378

Position FTE

100%

Minimum Annual Salary

Minimum Annual Salary 50,000.00

Salary Band:

Salary Band: UC S04

Job Summary/Basic Function:

The Program Coordinator, Faculty Affairs in the Boonshoft School of Medicine ( BSOM ) Faculty Affairs Office plays a pivotal role in overseeing and coordinating a wide range of faculty development and promotion programs and activities related to faculty affairs. The position serves as the administrative lead for the Faculty Affairs Office, coordinating day-to-day administrative operations and serving as a primary operational resource to the Faculty Affairs and Professional Development leadership. This role will involve working closely with faculty affairs leadership, department chairs, faculty, and other stakeholders to manage program resources, support faculty affairs processes, and ensuring the successful implementation of initiatives that support the academic and administrative functions of the medical school’s faculty.

Minimum Qualifications

• Bachelor’s degree with two years of relevant experience; experience should be in a medical or administrative field or closely related area.
• Strong communication skills, both written and verbal.
• Attention to detail with the ability to take initiative and effectively multi-task
• Ability to handle confidential material and to work with utmost discretion
• Ability to support and discern policies/procedures while maintaining positive relationships with faculty, healthcare partners and colleagues

Preferred Qualifications

• Experience with medical education, faculty support services, and/or continuing medical education.

Essential Functions and percent of time:

Faculty Promotion/Appointments and Management of Faculty Database: 40%

• Oversee faculty promotion process, schedule promotion workshops, and serve as resource for the faculty seeking promotion.
• Assist in the planning, organization and execution of faculty appointments, prepare correspondence for appointments/promotions, and formal reviews.
• Maintain accurate and up-to-date records of faculty data from the time of appointment through separation, including certifications, credentials, promotions, and evaluations for annual reporting and accreditation purposes.
• Ensure confidentiality and compliance with data protection regulations.
• Build and maintain working relationships with Departments, Marketing, and IT, including maintaining the content of the Faculty Affairs section of the website.

Faculty Events and Orientation: 20%

• Provide planning and logistical support for all academic events such as faculty retreats and annual meetings, faculty development programs, and workshops.
• Support the onboarding process for new faculty by providing them with necessary information, materials, and resources.
• Coordinate orientation sessions to familiarize new faculty members with the institution’s policies, procedures, and culture.

Essential Functions and percent of time (cont'd):

Reporting, Assessment and Process Improvement, Office Management: 25%

• Serve as the administrative lead for the Faculty Affairs Office, coordinating day-to-day administrative operations and ensuring effective and timely completion of office processes and activities.
• Provide administrative support to Faculty Affairs Leadership, including coordination of projects, initiatives, meetings, and follow-up activities.
• Compile, organize, and maintain faculty affairs data and information to support annual reporting, accreditation activities, strategic planning, and leadership decision-making.
• Assist with assessment of faculty affairs programs and initiatives by collecting and analyzing relevant data, tracking outcomes, and preparing reports for Faculty Affairs leadership.
• Stay informed about institutional policies and procedures related to faculty affairs.
• Help ensure that faculty members are aware of and adhere to these policies.
• Recognize areas for process improvements and work with Faculty Affairs leadership in development and implementation of new processes.
• Participate in process analysis, implementation and maintenance of systems of record and workflows regarding all aspects of faculty appointments.
• Support all initiatives, including the drafting of best practice tools.
• Assist with other faculty affairs projects, reporting requirements, and initiatives as assigned by Faculty Affairs leadership.

Supervising and Budget Management: 10%

• Supervise student workers as needed
• Assist in managing the budget allocated for faculty affairs programs and activities.
• Monitor expenses and help in financial planning for upcoming initiatives.

Other duties as assigned: 5%

• Support the efforts of the Faculty Affairs Office, Graduate Medical Education and Continuing Medical Education.

Non-Essential Functions and percent of time:

Working Conditions

Remote and in-person office environment.
To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources .
Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.