Description

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.

ESSENTIAL FUNCTIONS 

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%)
 

NONESSENTIAL FUNCTIONS

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. (<1%)
 

CONTACTS 

Department: Daily contact with office of faculty affairs staff and director of faculty affairs to maintain workflow. 

University: Regular contact with school of medicine finance and dean's offices. Continuous contact with school of medicine department administrators in relaying information and providing assistance. Frequent contact with university provost's office.

External: Frequent contact with administrators from affiliate hospitals, including University Hospitals, Cleveland Clinic, MetroHealth Medical Center, and the Louis Stokes Cleveland VA Medical Center to exchange information. 

Students: None

SUPERVISORY RESPONSIBILITY 

This position has no direct supervision of staff employees but supports the supervision of student interns.

QUALIFICATIONS

Education/Experience: High school education and 5 years of experience in administrative, customer service, or similar role; OR an Associate's degree and 3 years of experience in administrative, customer service, or similar role; OR a Bachelor's degree and 0 to 1 year of experience in administrative, customer service, or similar role.

REQUIRED SKILLS 

Demonstrated proficiency in MS Office Suite (Word, Excel, PowerPoint), with a strong ability to learn and adapt to new software and content management systems.
Proven ability to manage and prioritize projects effectively under tight deadlines. Effective time management skills to balance various responsibilities and meet deadlines.
Strong written and verbal communication skills, with an emphasis on clear and concise correspondence and the ability to interact professionally with all levels of staff and external contacts.
Excellent organizational and planning skills, with a keen attention to detail and the ability to maintain high-quality work in a fast-paced environment.
Demonstrated problem-solving skills and the ability to work independently as well as part of a team.
Experience handling confidential information with discretion and integrity. High level of discretion and integrity when dealing with confidential information.
Commitment to providing excellent support services and contributing to a collaborative and positive work environment.
Proven problem-solving abilities, including the capacity to address challenges creatively and efficiently.
Detail orientation in all aspects of work, from data management to scheduling, ensuring accuracy and quality.
Excellent interpersonal skills to foster positive relationships with team members, departments, and external contacts.
Self-motivated with a strong sense of initiative to anticipate needs, propose solutions, and take action independently.
Proficiency in relevant technology and office software, with the ability to quickly learn and utilize new tools and systems.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.
Willingness to learn and work with artificial intelligence (AI) tools and technologies.
 

WORKING CONDITIONS

General office environment. The employee will perform repetitive motions using a computer mouse and keyboard for typing.

Requirements

QUALIFICATIONS

Education/Experience: High school education and 5 years of experience in administrative, customer service, or similar role; OR an Associate's degree and 3 years of experience in administrative, customer service, or similar role; OR a Bachelor's degree and 0 to 1 year of experience in administrative, customer service, or similar role.