POSITION SUMMARY:

Reporting to the Executive Assistant, the Faculty Support Coordinator provides comprehensive administrative and coordination support to all faculty staff across the Department of Psychiatry at the Main Campus. The role exercises independent judgment and discretion in managing competing priorities on an ongoing basis. This role is responsible for the ongoing maintenance and integrity of multiple faculty-related databases, including extracting, organizing, analyzing, and formatting data to produce accurate reports, charts, and graphical presentations for management and operational use.

The position ensures the timely updating and verification of faculty information to support reporting requirements and institutional decision-making.

The Faculty Support Coordinator also serves as a key resource for faculty regarding processes related to contracting, evaluation, and credentialing, ensuring accurate documentation, compliance, and adherence to established procedures. In addition, this role contributes to the development, documentation, and continuous improvement of best practices related to faculty services and administrative workflows.

The position also serves as a backup for the Program Coordinator, providing support as needed to ensure continuity of operations, including assisting with scheduling, coordination, and program-related administrative tasks during absences or peak workload periods.

Position: Faculty Support Coordinator

Department: Psychiatry Administration

Schedule: Full Time

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide executive-level administrative support, including calendar management, meeting coordination, and scheduling for the Executive vice Chair and Vice Chairs.
• Manage and coordinate faculty and provider recruitment activities, including interview scheduling, recruitment meetings, and communication of interview updates and feedback.
• Independently manage onboarding and offboarding processes for BUMG MD/PhD providers, ensuring smooth transitions and compliance with departmental procedures.
• Independently prepare, review, and process salary and offer letters in collaboration with hiring managers and leadership.
• Develop and distribute candidate evaluation surveys for both accepted and declined candidates to support recruitment analytics and process improvement.
• Administer overbase payment entries for BUMG moonlighting activities in BU Works, ensuring accuracy and timeliness.
• Lead the complex process of faculty appointments and promotions, including drafting chair letters, preparing documentation, and ensuring compliance with institutional guidelines.
• Manage AdAPT system processes, including evaluator entry, solicitation tracking, follow-up, and collection of recommendation letters.
• Independently coordinate faculty meetings, including agenda development, scheduling, and logistical support for monthly faculty sessions.
• Actively participate in weekly Faculty Appointments Committee meetings to coordinate workflow planning, provide time sensitive updates, and engage in ongoing process coordination.
• As the primary lead, own and maintain faculty appointment and promotion databases, ensuring accuracy, consistency, and timely updates.
• Conduct annual verification of faculty records in collaboration with VA Boston and BU Faculty Affairs to ensure data integrity.
• Coordinate annual faculty CV collection to support performance review and promotion cycles.
  Work independently with HR, credentialing, finance, IT, payroll, and other departments to coordinate faculty-related processes and resolve issues. Follow requests through to completion and ensure all parties are informed of required actions.
• Serve as a resource for faculty by responding to administrative questions and resolving issues within established guidelines. Use sound judgment to determine appropriate solutions and escalate matters when necessary.
• Develop and manage OPPE/FPPE reporting processes, including electronic file organization, data reporting, and semi-annual summaries to support clinical competency requirements.
• Generate routine statistical reports for faculty performance evaluations (weekly, monthly, annual) using systems such as 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.
• Independently draft and edit high-level correspondence, reports, spreadsheets, and presentations; ensure accuracy and data validation prior to submission.
• Take ownership of assigned administrative processes by assessing current workflows, identifying gaps or inefficiencies, recommending solutions, and implementing approved changes to improve departmental operations.
• Act as the primary 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 PTO and sick leave following supervisor approval.
• Coordinate new hire onboarding logistics, including workspace setup, system access requests, and distribution of equipment and credentials.
• Coordinate meeting logistics, including room scheduling, audiovisual setup, and catering arrangements as needed.
  

Other duties

• Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, providing temporary coverage including back-up coverage for academic appointments, adjusting assignments, etc.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Responds to inquiries or routes calls to the appropriate source.
• Advances professional growth and development through participation in educational programs and workshops and maintaining knowledge of industry standards and practices.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes hospital’s behavioral standards as the basis for decision-making and to facilitate the hospital and the department’s mission.
• Follows established hospital infection control and safety procedures.
•  Performs other duties as assigned or as necessary.
• Must adhere to all of BMC’s RESPECT behavioral standards.

JOB REQUIREMENTS

EDUCATION:

• Bachelor's Degree, or commensurate level of experience with graduate medical education programs.

EXPERIENCE:

• 3-5 years of relevant experience required.
• Experience with graduate medical education programs preferred.

KNOWLEDGE, SKILLS, & ABILITIES:

• Requires an intelligent, self-motivated individual with very strong organizational and multitasking skills and self-discipline with the ability to work on multiple ongoing projects simultaneously and meet deadlines.
• Exemplary written and verbal communication skills.
• Requires ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation.
• Requires strong knowledge of and ability to operate various computer software applications/computer systems, including web-based systems, word processing programs, data spreadsheets, and office management systems and institutional GME software required for all residency programs including but not limited to MS Word, Access, Excel and Power Point and New Innovations.
• Requires excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and ability to maintain detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
• Requires ability to work with numbers, including payroll and budgetary accounting, and data analysis.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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