Faculty Affairs Administrative Coordinator 1 - Coe HR

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, Research Grant, Residents, Post-doctoral Fellows and Scholars, Contingent Workers, MUSCP Staff, Clinical Faculty secondary MUSCP positions, return retirees (staff and faculty)

- faculty appointment types including tenure track, modified, affiliate, tenured, adjunct, emeritus

- Clinical Provider types including physicians, advanced practice providers (NP's, PA's, etc), psychologists, audiologists, residents, social workers and others

- Leave types and related policies including: University leave and holiday types, MUSCP PTO, FMLA (both University and MUSCP), Paid Parental Leave (PPL), Military Leave, and Leave of Absence

- MUSC Faculty Handbook

- CoM Appointments, Promotions and Tenure processes.

5%- Conduct reporting on CoM Faculty and employees as requested utilizing Power BI, Interfolio, WorkDay and other systems as deemed appropriate. Support periodic projects within CoM as directed including but not limited to the annual employee engagement survey, faculty evaluations and file audits.

Minimum Requirements:

A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years’ experience in business management, public administration or Administrative services.

Additional Job Description

Minimum Requirements: A high school diploma and four years relevant experience in business management, public administration or administrative services; or a bachelor's degree and two years experience in business management, public administration or administrative services. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to bend at the waist. (Frequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to hear and/or understand whispered conversations at a distance of 3 feet. Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees