UNIV - Faculty Affairs Administrative Coordinator I - COE HR

Medical University Hospital Authority (MUHA); South Carolina; In loco; USD 28.000 - 45.000; Tempo pieno

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Medical University of South Carolina (MUSC) in South Carolina is seeking an Administrative (Faculty Affairs) Coordinator to support operations of the Faculty Affairs and CoE-HR teams in the College of Medicine. The role involves processing faculty appointments, promotions and tenure packets, and reporting on faculty and personnel as needed.

The position requires coordination across departments, Interfolio CV management, SharePoint administration, and ensuring deadlines and criteria are met.

Competenze

• Experience supporting faculty promotion and tenure processes.
• Familiarity with HRIS and faculty databases.
• Strong coordination and communication with internal/external stakeholders.

Mansioni

• Coordinate faculties' appointments, promotions and tenure packets to meet deadlines.
• Maintain College of Medicine Faculty File System of Record in SharePoint; configure workflows and train users.
• Enter and update faculty CVs in Interfolio; manage non-compete signatures via Docusign; respond to requests for personnel files.
• Serve as back-up faculty affairs coordinator and advise on APT guidelines and forms.
• Provide timekeeping support and maintain HRIS records; manage schedules in OurDay.

Strumenti

Interfolio

SharePoint

Docusign

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Job Description Summary

Administrative (Faculty Affairs) Coordinator to support the operations of the Faculty Affairs and CoE-HR teams in the College of Medicine (COM). Provide professional administrative support to assigned departments within the College of Medicine and serve as liaison between the COM departments and internal and external stakeholders as appropriate. Process Faculty appointments, promotions and tenure applications, provide reporting on faculty and personnel as requested, and support other CoM processes as requested.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type

Classified

Cost Center

CC004730 COM DO ADMIN CoE HR CC

Pay Rate Type

Hourly

Pay Grade

University-GEN07

Pay Range

40,086.00 - 54,162.00 - 68,136.000

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties

25%- Coordinate and facilitate all aspects of Faculty and Clinical Appointments for assigned departments within the College of Medicine. Facilitate the Faculty Promotion and Tenure process for respective departments and/or faculty members with preparation and completion of promotion and tenure packets semi-annually following up to insure deadlines are met and packages meet established criteria. Duties include: request and follow-up for letters or recommendation, preparation of chair letters, and revision of CVs in the Interfolio system. Once compiled, packets are thoroughly reviewed for accuracy before presentation to the APT Committee for review.

20%- Coordinate and maintain College of Medicine Faculty File System of Record in Sharepoint. In collaboration with the senior faculty affairs coordinator, manage, configure and secure the Sharepoint environment to optimize storage and ease of access for current and historical College of Medicine faculty files. When appropriate, build custom automated workflows to facilitate processing of College of Medicine faculty appointments, promotion applications, appointment changes and tenure applications. Troubleshoot issues and train CoE-HR and other stakeholders in usage and best practices for use of Sharepoint and collaboration.

30%- Conducts initial data entry of faculty curriculum vitae (CV's) into the Interfolio system prior to processing of initial faculty appointment. Update records in Interfolio when notified of promotions, new assignments and other changes. Trains department personnel in use of Interfolio as requested. Manage docusign process for obtaining signatures from incoming faculty members on non-compete agreements as appropriate. Maintain up to date files and database on signed non-competes. Coordinate and respond to requests for CoM personnel files as directed by the CoE-HR manager. Insure timely response by CoM departments and by CoE as appropriate. Manage and coordinate process for obtaining transcripts from all CoM faculty members during their faculty appointment process. Conduct file audits as appropriate. Insure transcripts are on file within 30 days of initial appointment - making CoE HR Manager aware of any issues in a timely manner.

10%- Serves as back up faculty affairs coordinator. Processes faculty appointments, promotions, tenure and termination. Advises department chairs, faculty and administrative personnel on these processes and ensures compliance to Appointment, Promotion, and Tenure (APT) guidelines Staffs College of Medicine Appointment, Promotion and Tenure Committee. Responsible for revisions to the APT guidelines and forms ensuring that the APT website is accurate and current. Responsible for daily data entry into several databases to maintain a vast electronic filing system of all faculty related matters for the College of Medicine. Ensure records for faculty are kept up to date in all HRIS systems, Interfolio, etc. Manages COM faculty demographic information in Interfolio and Association of American Medical Colleges (FAMOUS) database.

5%- Serve as back-up timekeeper and/or provide timekeeping training and support as requested for CoM departments. Serve as back-up time keeper for University personnel in COM Dean's Office (98 employees). Duties include running reports, cross-referencing reports with leave slips for the pay period, and maintenance of electronic files. Add and maintain schedules in OurDay as appropriate. Responsible for daily data entry into several databases to maintain a vast electronic filing system of all personnel related matters for the College of Medicine. Ensure records are kept up to date in all HRIS systems and etc. Maintain CoE-HR shared files including saving of critical documents such as position descriptions, postings, approvals, critical emails, etc..

5%- Serve as subject matter expert for assigned departments. Maintain up to date knowledge regarding topics, requirements and processes including

• - different employers within MUSC (MUSC, MUSCP, MUHA) as well as MUSCP membership
• - different types of positions including Faculty, Classified, Unclassified, Temporary, Rese