UNIV - Faculty Affairs Administrative Coordinator I - COE HR

Medical University of South Carolina•Charleston, SC

About The Position

The Faculty Affairs Administrative Coordinator I supports the operations of the Faculty Affairs and CoE-HR teams in the College of Medicine (COM). The coordinator provides professional administrative support to assigned COM departments and serves as a liaison between those departments and internal and external stakeholders. The role processes faculty appointments, promotions, and tenure applications; provides faculty and personnel reporting; and supports other College of Medicine processes. The position coordinates faculty and clinical appointments, prepares and reviews promotion and tenure packets, and maintains faculty records and systems, including SharePoint and Interfolio. It supports data entry, personnel file and transcript requests, non-compete agreement signatures, timekeeping, reporting, committee operations, and training. The coordinator also serves as a subject matter expert for assigned departments, maintains current knowledge of relevant appointment, HR, and leave policies, and provides backup faculty affairs coordination and timekeeping support.

Requirements

High school diploma and four years of relevant experience in business management, public administration, or administrative services; or a bachelor's degree and two years of experience in those fields.
Ability to perform the listed physical functions, including frequent seated, upright, and mobile work; continuous indoor work; fine motor and hand use; and occasional lifting, carrying, pushing, or pulling of objects up to 15 pounds.

Responsibilities

Coordinate and facilitate faculty and clinical appointments for assigned College of Medicine departments.
Coordinate faculty promotion and tenure processes, including preparing and completing packets, requesting recommendation letters, preparing chair letters, revising CVs in Interfolio, reviewing packets for accuracy, and following up to meet deadlines and established criteria.
Maintain the College of Medicine faculty file system of record in SharePoint; collaborate on its configuration, security, storage, and accessibility, and develop automated workflows when appropriate.
Troubleshoot SharePoint issues and train CoE-HR and other stakeholders on its use and best practices.
Enter faculty CV data into Interfolio before initial appointments and update records for promotions, new assignments, and other changes; train department personnel on Interfolio as requested.
Manage DocuSign signatures for incoming faculty non-compete agreements as appropriate and maintain records of signed agreements.
Coordinate requests for College of Medicine personnel files and follow up with departments and CoE to ensure timely responses.
Coordinate collection of faculty transcripts during appointments, conduct file audits as appropriate, and ensure transcripts are on file within 30 days of initial appointment; notify the CoE-HR Manager of issues promptly.
Provide backup faculty affairs coordination, processing appointments, promotions, tenure, and terminations; advise chairs, faculty, and administrative personnel on processes and APT guideline compliance.
Staff the College of Medicine Appointment, Promotion and Tenure Committee; revise APT guidelines and forms and keep the APT website current.
Maintain faculty data and electronic files, including records in HRIS systems, Interfolio, and the Association of American Medical Colleges FAMOUS database.
Provide backup timekeeping and timekeeping training and support; run reports, cross-reference reports with leave slips, maintain electronic files, and add or maintain schedules in OurDay as appropriate.
Maintain CoE-HR shared files, including position descriptions, postings, approvals, and critical emails.
Serve as a subject matter expert for assigned departments and maintain current knowledge of relevant employer types, positions, faculty appointments, clinical providers, leave policies, the MUSC Faculty Handbook, and College of Medicine APT processes.
Prepare requested College of Medicine faculty and employee reports using Power BI, Interfolio, Workday, and other appropriate systems.
Support periodic College of Medicine projects, including employee engagement surveys, faculty evaluations, and file audits.