Faculty Services Administrator

Under the general direction of the Department Administrator or Chief, this position has comprehensive administrative responsibility for faculty and nonfaculty appointments. This position requires the professional skills to coordinate all aspects of the Harvard appointment process and communicate effectively with all levels of faculty and administrators. Provides support to various leadership levels requiring appropriate ability to manage time-sensitive and confidential information.

The Faculty Services Administrator is expected to function with a high- degree of independence and decision making and work under minimal supervision to accomplish job responsibilities and meet strict deadlines. May work closely with the CV Writer Team to facilitate the completion of documents required for the promotion process.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations.

We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

• Primary administrator of Harvard Medical School (HMS) faculty and nonfaculty appointments
• Processes all Harvard Medical School (HMS) first appointment, reappointment, and promotion materials within the department of Medical Oncology. Includes, but not limited to:
  Research Fellow, Instructors, Assistant Professors, Associate Professors, Professors, Lecturers, etc.
• Coordinates faculty search (recruitment) processes, develops search request with division Chief or administrator, obtains department, Office of Faculty Development, Professionalism, and Inclusion (OFPDI) and BWH Department of Medicine (DOM) approval for searches and advertisements, places ad with advertising agency. Maintains records of the search, advertisement posting dates and invoices. Works with search coordinator to create report of the search. Enters the search into the HMS Search Portal.
• Trains new division administrators on appointment and search processes and serves as a resource on the academic process. Serves as a resource for request for information on providers in the BWH credentialing process and HMS appointment or promotion process. Tracks process in detail (reasons and dates) on departmental spreadsheet.
• Manages the annual reappointment processes for annual (Instructors and fellows) and term (Assistant and Associate Professor) faculty. Collects data, prepares reports, coordinates development of CVs and letters of support (term faculty).
• Communicates on a regular and monthly basis with Division Chiefs and Administrators on division faculty member promotion progress.
• Coordinates and educates faculty members on the promotion process. Tracks individual progress and communicates regularly with faculty member.
• Works closely with OFPDI and Human Resources Information Systems (HRIS) to maintain accurate faculty and nonfaculty appointment and position records. Notifies OFPDI, HMS and BWH of all terminations.
• Serves as a liaison with the BWH and DFCI medical staffing offices; initiates clinical onboarding at BWH and follows the BWH credentialing process through to completion. Provides updates to Division Administrators and works through problems with documents or submissions. Communicates directly with new faculty as needed.
• Prepares and updates CVs, primarily for fellows and Instructors, according to HMS-DOM format or enters information into EasyCV. Reviews and edits CVs for Assistant and Associate Professors prior to turning them over to the CV Writer Team.
• Keeps updated files for each faculty member and fellow appointed in the Department. Also maintains records of faculty from other departments (e.g., Cancer Biology and Data Sciences) appointed through Medical Oncology
• Provides faculty lists and reports as requested by DFCI’ leaderships and stakeholders.
• Provides reports and context for the promotion process to department leadership.
• Works with the MO Editorial Team to review and edit weekly newsletters, annual reports, and monthly…