Faculty Affairs Coordinator

POSITION OBJECTIVE

Working with a high degree of independence, the Faculty Affairs Coordinator is responsible for managing faulty appointment processes, including new appointments, reappointments, secondary appointments, and transfer requests of School of Medicine faculty across all five campuses. This position will manage multiple faculty databases that are critical for accurate reporting for the school, university provost's office, and accrediting associations. The coordinator will use discretion and independent judgment when advising faculty, department chairs, and department administrators on compliance with university regulations.

This position will work with confidential and sensitive personal and financial information and works under strict deadlines. The coordinator will work collaboratively and in a team environment with other Faculty Affairs coordinators to support the mission of the office of Faculty Affairs.

• Manage senior- and junior-level faculty's appointment and reappointment processes including new search, on boarding/orientation, full time, part time, primary, and secondary appointments for faculty at all campuses along with external appointments and appointment transfers. Work closely with faculty, department chairs, and administrators (Case Western Reserve University and affiliate hospitals) and advise on university compliance requirements, potential solutions to unique circumstances, and processing timelines.
  
  Ensure requests comply with university requirements and standards; follow-up with the faculty member, chair, and/or department administrator regarding noncompliant requests and advise on corrective actions required for further review and consideration. Identify appointment requests to be submitted for the dean's, the provost's, and the university's Board of Trustees reviews and approvals. (45%)
• Work closely with Faculty Affairs Manager to lead the training sessions for department chairs, administrators, and faculty affairs office staff, along with affiliate hospital personnel, covering systems, processes, regulations, standards, and timelines pertinent to faculty search and appointment procedures. This includes supporting the training plan organization, preparation of materials, presentation delivery, gathering feedback, and conducting necessary follow-ups. (15%)
• Working closely with the Database Coordinator, update and maintain the Faculty Information System (FIS) and faculty databases for assigned departments or faculty members, ensuring data integrity and the ability to generate basic reports. (15%)
• Track case statuses and address inquiries from faculty, department chairs, and department administrators from university departments and affiliate hospitals. (10%)
• In collaboration with the Faculty Affairs Manager and the faculty affairs coordinator team, develop, assess, and revise standard operating procedures to maintain compliance with university deadlines, to ensure service standards of the position, and to support the mission of the office. Collaborate and cross-train with the other faculty affairs coordinators. Should be equipped to help fill in for other positions when necessary.
  
  (10%)

• Manage and maintain electronic faculty personnel files, including all appointment actions, i.e., tenure changes, tenure extensions, retirement, and emeritus appointments, etc. Ensure accurate filing to ensure confidentiality and preserving sensitive information. (5%)
• Perform other duties as assigned. (