UNIV - Faculty Affairs Administrative Coordinator I - COE HR
About The Position
The Faculty Affairs Administrative Coordinator supports the operations of the Faculty Affairs and CoE-HR teams in the College of Medicine (COM). The role provides professional administrative support to assigned COM departments and serves as a liaison between departments and internal and external stakeholders. It processes faculty appointments, promotions, and tenure applications; provides faculty and personnel reporting; and supports other COM processes. The coordinator facilitates faculty and clinical appointments, prepares and reviews promotion and tenure packets, and maintains the COM faculty file system in SharePoint. The role also enters and updates faculty CV and demographic information in Interfolio, coordinates signatures and collection of transcripts, manages personnel-file requests, and conducts file audits. As backup faculty affairs coordinator, it processes appointments, promotions, tenure, and terminations; supports the Appointment, Promotion, and Tenure Committee; and maintains related guidelines, forms, databases, and records. Additional duties include backup timekeeping and training, maintaining shared HR files, serving as a subject matter expert for assigned departments on employment categories and related policies, and producing reports using Power BI, Interfolio, Workday, and other systems. The coordinator also supports periodic projects such as employee engagement surveys, faculty evaluations, and file audits. The position requires a high school diploma and four years of relevant experience in business management, public administration, or administrative services; alternatively, a bachelor's degree and two years of relevant experience. Physical demands include frequent sitting, standing/upright work, walking, bending, and repetitive hand and arm movements; continuous indoor work and use of both hands; and occasional lifting, carrying, pushing, or pulling objects weighing up to 15 pounds.
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 relevant experience in those fields.
- Ability to perform the listed physical functions, including frequent upright, seated, and mobile work; frequent bending and repetitive hand/arm movements; and continuous indoor work.
- Ability to lift, carry, push, or pull objects weighing up to 15 pounds, unassisted.
Responsibilities
- Coordinate faculty and clinical appointments for assigned College of Medicine departments.
- Facilitate semiannual faculty promotion and tenure processes, including requesting recommendation letters, preparing chair letters, revising CVs in Interfolio, reviewing packets for accuracy, and tracking deadlines and criteria.
- Maintain the College of Medicine faculty file system in SharePoint; configure and secure the environment, develop automated workflows as appropriate, troubleshoot issues, and train stakeholders.
- Enter faculty CV information into Interfolio and update records for promotions, new assignments, and other changes; train department personnel in Interfolio use as requested.
- Manage DocuSign signatures for incoming faculty non-compete agreements and maintain records of signed agreements.
- Coordinate personnel-file requests and transcript collection; track timely responses, ensure transcripts are filed within 30 days of initial appointments, and raise issues with the CoE-HR Manager.
- Conduct file audits as appropriate.
- Provide backup faculty affairs coordination, including processing appointments, promotions, tenure, and terminations; advising chairs, faculty, and administrators; and supporting compliance with APT guidelines.
- Staff the College of Medicine Appointment, Promotion, and Tenure Committee and maintain APT guidelines, forms, and website information.
- Maintain faculty records and data across electronic filing systems, HRIS systems, Interfolio, and the AAMC FAMOUS database.
- Provide backup timekeeping and timekeeping training; run and 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 on employment types, faculty appointment types, clinical provider types, leave policies, the MUSC Faculty Handbook, and COM appointment, promotion, and tenure processes.
- Produce requested reports on COM faculty and employees using Power BI, Interfolio, Workday, and other appropriate systems.
- Support periodic College of Medicine projects, including employee engagement surveys, faculty evaluations, and file audits.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
