Faculty Support Coordinator

Boston Medical Center•Boston, MA

20d•Onsite

About The Position

Reporting to the Executive Assistant, the Faculty Support Coordinator provides comprehensive administrative and coordination support to faculty across the Department of Psychiatry at the Main Campus. The role independently manages competing priorities and maintains the accuracy and integrity of faculty-related databases, producing reports, charts, and presentations for management and operational use. It supports faculty contracting, evaluation, credentialing, and related processes while helping develop and improve administrative workflows and faculty services. The coordinator also provides backup support to the Program Coordinator, including scheduling, coordination, and program administration as needed. The role provides executive-level administrative support to department leadership and coordinates recruitment, onboarding, offboarding, faculty appointments and promotions, credentialing, compliance, reporting, and faculty meetings. It works with internal departments and institutional partners to resolve issues and keep faculty processes on track. The coordinator maintains confidential personnel and training records, supports departmental operations, and adapts to changing needs and coverage requirements.

Requirements

Bachelor's degree or commensurate level of experience with graduate medical education programs.
Three to five years of relevant experience.
Strong organizational and multitasking skills, self-discipline, and ability to manage multiple ongoing projects and meet deadlines.
Excellent written and verbal communication skills.
Ability to work effectively with faculty, administration, and staff, including seeking information or cooperation courteously and firmly.
Ability to operate computer software and systems, including web-based systems, word processing, spreadsheets, office management systems, and institutional GME software.
Computer literacy and record-keeping and organizational skills sufficient to enter and manipulate statistical data, create schedules, and maintain detailed, accurate, and complete departmental and confidential personnel or training records.
Ability to work with numbers, including payroll and budgetary accounting, and data analysis.

Nice To Haves

Experience with graduate medical education programs.

Responsibilities

Provide executive-level administrative support, including calendar management, meeting coordination, and scheduling for the Executive Vice Chair and Vice Chairs.
Coordinate faculty and provider recruitment activities, including interview scheduling, recruitment meetings, and communications about interview updates and feedback.
Manage onboarding and offboarding for BUMG MD/PhD providers and coordinate new-hire logistics such as workspace setup, system access, equipment, and credentials.
Prepare, review, and process salary and offer letters in collaboration with hiring managers and leadership.
Develop and distribute candidate evaluation surveys for accepted and declined candidates.
Administer BUMG moonlighting overbase payment entries in BU Works.
Coordinate faculty appointments and promotions, including drafting chair letters, preparing documentation, and ensuring compliance with institutional guidelines.
Manage AdAPT processes, including evaluator entry, solicitation tracking, follow-up, and collection of recommendation letters.
Coordinate faculty meetings, including agenda development, scheduling, and logistics; participate in weekly Faculty Appointments Committee meetings to coordinate workflows and provide updates.
Maintain faculty appointment and promotion databases and conduct annual faculty-record verification with VA Boston and BU Faculty Affairs.
Coordinate annual faculty CV collection for performance review and promotion cycles.
Work with HR, credentialing, finance, IT, payroll, and other departments to coordinate faculty-related processes, resolve issues, and track requests through completion.
Respond to faculty administrative questions, resolve issues within established guidelines, and escalate matters when appropriate.
Develop and manage OPPE/FPPE reporting processes, including electronic file organization, data reporting, and semi-annual summaries.
Generate routine faculty performance evaluation reports using systems such as New Innovations.
Initiate and support mandatory training communications and compliance tracking.
Coordinate credentialing activities, including licensure tracking, ACLS monitoring, and recertification scheduling; maintain faculty CME records.
Prepare and maintain annual faculty rotations and scheduling assignments.
Draft and edit correspondence, reports, spreadsheets, and presentations, validating accuracy and data before submission.
Assess administrative workflows, identify gaps or inefficiencies, recommend solutions, and implement approved improvements.
Serve 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.
Track faculty PTO and sick leave following supervisor approval.
Coordinate meeting logistics, including room scheduling, audiovisual setup, and catering as needed.
Provide backup support for the Program Coordinator and other team members, adapt assignments, and provide temporary coverage, including for academic appointments.
Handle telephone calls professionally, determine their nature, respond to inquiries, or route calls appropriately.
Maintain professional growth through educational programs and workshops and by keeping current with industry standards and practices.
Follow hospital performance, conduct, patient-rights, infection-control, and safety standards, and adhere to BMC RESPECT behavioral standards.
Perform other duties as assigned or necessary.