The Academic Appointments Coordinator is responsible for managing on-going and new projects related to all academic appointments at Harvard Medical School, i.e., all academic appointments across the HMS quadrangle, HSDM, and all HMS affiliates. Responsibilities include data entry of time sensitive and confidential information, querying, reporting and analysis of data. Collaborates as part of a data team in ensuring the integrity of the appointment data and data systems. Actively monitors and reconciles potential discrepancies. Reports to the Director of Academic Appointments Data Management.
Data Integrity and Reporting
Works independently and as part of a team to ensure timely and accurate new appointments and changes of status and data for approximately 12,000+ HMS appointments;
Contributes as an active data management team member, to the improvement of systems and control of data integrity;
Submission management, including initial review; troubleshooting/flagging problems; researching/resolving issues and reconciling discrepancies;
Prepares ad hoc and sensitive reports for use by various constituencies (internal and external) on an ongoing basis;
Participates in group projects/initiatives - eg., set up of new departments, department name changes, group submissions and follow-up with governing boards and/or dean's office;
Manages follow-up and actions for target groups – eg., emeritus, part-time professors;
Identifies department changes (new department heads, new administrators, etc.) and serves as a resource to all of OFA on upcoming or recent changes. Ensures the accuracy of this data on all office systems and identifies information that should be shared with other HMS offices (such as HR);
Efficiently processes all academic appointment-related transactions;
Proactively researches and resolves appointment issues;
Assists with the development and maintenance of Appointments Checklists, Forms, Guides, and Templates;
Efficiently processes faculty data transactions on the PeopleSoft system.
Provides guidance and training of faculty, staff, hospital administrators on daily academic appointment matters and on evolving policies and procedures;
Serves as liaison with department administrators and a resource to department heads and faculty;
Assists with the planning and logistical support for all Faculty Affairs data initiatives;
Liaises with internal offices to develop and maintain working partnerships (Human Resources, Office of the Governing Boards) and works proactively and collaboratively with OFA senior and junior teams on the process and ensuring data integrity for senior and junior professorial appointments, promotions, and reappointments;
Serves as point of contact for hospital department administrators (most with multiple divisions and administrators);
Manages outreach and follow up the correspondence with administrators and faculty;
Manages information related to department liaisons, ensuring access is initiated and terminated promptly for new or departing department administrators, working with the department and internally with OFA/HR on these assignments.
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Duties & Responsibilities continued...
Manages receipt and review of electronic appointment information from administrators at affiliated hospitals and Quad departments; Applies appointment policies and guidelines to review; Actively monitors and reconciles discrepancies;
Serves as point of final review and evaluation for materials submitted in support of academic appointments, e.g., CV's, appointment letters, eTADs; Researches and resolves appointment issues;
Ensures adherence to established policies and complex criteria, completeness and appropriate appointment level standards;
Oversees timelines and appropriateness of appointments exercising judgment and discretion in resolving issues for the various faculty appointment levels;
Processes batch data uploads efficiently;
Occasionally serves as a resource on appointment promotion questions from Fellow to Instructor level, and flags or addresses appointment recommendations that might need to follow up (other recommendation than what has been put forward).
Maintenance and Development of Data Tools and Systems
Maintenance/Recommendations for Operations Tools - manages process improvement projects (electronic systems, continued review of process flows based on current requirements);
Contributes to ongoing department and university evaluation of process improvement tools and electronic systems.
Other projects and general office administration
Participates in other activities related to academic appointments, e.g., develop training modules for department administrators, as well as other general department projects and office operations as needed.
Harvard offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
5 years related experience, with exposure to academic appointments processes or similar transactional environment. Education may count towards experience.
Experience in higher education preferred. Proficiency with web-based HR systems, particularly PeopleSoft. Experience with MS Office including but not limited to Word, Excel, and PowerPoint. Experience working with Access or similar database applications. Familiarity with academic appointments processes and policies. Excellent organizational skills. Strong attention to detail and ability to handle highly confidential information. Strong written and verbal communication skills. Strong customer service experience and expertise.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 48390BR
About Harvard University Medical School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.