Faculty Support Coordinator

Position Summary

Reporting to the Executive Assistant, the Faculty Support Coordinator provides comprehensive administrative and coordination support to faculty staff. The role maintains the integrity of faculty-related databases, extracts, organizes, analyzes, and formats data to produce accurate reports and presentations for management. It ensures timely updating and verification of faculty information to support reporting requirements and institutional decision-making. The Coordinator also serves as a key resource for faculty regarding contracting, evaluation, and credentialing processes, ensuring compliance and documentation.

Additionally, the role contributes to developing best practices for faculty services and administrative workflows and acts as a backup for the Program Coordinator, assisting with scheduling, coordination, and program-related tasks during absences or peak workloads.

• Provide executive-level administrative support, including calendar management and meeting coordination for the Executive Vice Chair and Vice Chairs.
• Coordinate faculty and provider recruitment activities, scheduling interviews and providing updates.
• Manage onboarding and offboarding processes for BUMG MD/PhD providers and BMCAP faculty and clinical staff, ensuring compliance.
• Prepare, review, and process salary and offer letters in collaboration with hiring managers and leadership.
• Develop and distribute candidate evaluation surveys to support recruitment analytics and process improvement.
• Administer overbase payment entries for BUMG moonlighting activities in BU Works.
• Support faculty appointments and promotions, drafting chair letters and ensuring compliance with institutional guidelines.
• Manage AdAPT system processes, including evaluator entry, solicitation tracking, follow‑up, and recommendation letter collection.
• Coordinate faculty meetings, develop agendas, schedule sessions, and provide logistical support for monthly faculty sessions.
• Participate in weekly Faculty Appointments Committee meetings to support workflow planning and updates.
• Maintain faculty appointment and promotion databases, ensuring accuracy and timely updates.
• Conduct annual verification of faculty records in collaboration with VA Boston and BU Faculty Affairs.
• Coordinate annual faculty CV collection to support performance review and promotion cycles.
• Develop, maintain, and analyze faculty databases, extracting and formatting data into reports, charts, and dashboards for leadership.
• Prepare clinical productivity and quality reports, including RVU reporting for faculty distribution.
• Develop and manage OPPE/FPPE reporting processes, including electronic file organization and semi-annual summaries.
• Generate routine statistical reports for faculty performance evaluations using 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.
• Draft and edit high-level correspondence, reports, spreadsheets, and presentations; ensure accuracy and data validation.
• Prepare employment verifications, recommendation letters, and other formal correspondence for leadership review.
• Serve as departmental liaison for HR and benefits-related inquiries and coordination.
• 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 equipment distribution.
• Coordinate meeting logistics, including room scheduling, audiovisual setup, and catering arrangements as needed.
• Adapt to departmental needs, offering assistance to team members and providing temporary coverage as required.

Education: Bachelor’s Degree or commensurate level of experience…