Administrative/Program Coordinator

BASIC FUNCTION:

The incumbent will coordinate administrative operations, faculty affairs workflows, data management, committee support, and professional development logistics for the Office of Faculty Affairs and Professional Development. The incumbent supports the Associate Dean for Faculty Affairs and Professional Development in managing the faculty lifecycle, including appointments, onboarding, reappointments, promotion and tenure, faculty activity tracking, reporting, and related College-level processes. The position requires frequent coordination with the Office of the Provost, Human Resources, academic departments, faculty, senior administrators, and institutional partners.

SUPERVISORY ACCOUNTABILITY:   

Involves no responsibility or authority for the direction of others.

NATURE AND SCOPE:                 

Internal contacts include senior administrators, faculty, students and Staff and offices responsible for faculty systems and institutional reporting. External contacts may include vendors, consultants and partners supporting faculty affairs operations, data systems, or faculty development activities.

PRINCIPAL ACCOUNTABILITIES:      

• Serve as a key operational liaison for the Office of Faculty Affairs, helping ensure that faculty affairs processes are timely, accurate, confidential, and aligned with College and University requirements.

• Coordinate faculty appointment, reappointment, promotion, tenure (APT), and related personnel action workflows in collaboration with the Office of the Provost, Human Resources, academic departments, faculty, and College leadership.

• Support the preparation, collection, review, tracking, and submission of faculty APT materials-- dossiers, CVs, letters, evaluations, recommendations, routing forms, and required institutional documents.

• Attend College-level APT meetings and provide administrative support for the committee and the Associate Dean, including agendas, schedules, secure materials, attendance records, minutes, vote records, action item summaries, and follow-up documentation.

• Manage and update faculty lifecycle tracking tools and dashboards reflecting faculty activity, appointments, promotion status, teaching, scholarship, grants, service, mentoring, leadership roles, CME contributions, and other metrics relevant to institutional reporting and faculty advancement. Track retirements, separations, and other lifecycle events.

• Verify and update faculty data across institutional systems and platforms; identify missing or inconsistent information and coordinate with faculty or departments to resolve discrepancies.

• Help implement new initiatives that improve communication and workflow.

• Generate routine and ad hoc reports for the Associate Dean, maintain standard operating procedures, forms, dashboards, and faculty affairs communications.

• Provide occasional administrative and logistical support for faculty development events. 

• Respond to routine inquiries from faculty, departments, committee members, and institutional offices; route complex or sensitive matters to the Associate Dean or appropriate office.

• Perform other related duties as assigned.

CORE COMPETENCIES:                                                            

• Ability to coordinate complex administrative workflows, track multiple deadlines, and maintain accurate records across several offices and systems.

• Strong written and oral communication skills, including the ability to prepare professional correspondence, minutes, reports, forms, and meeting materials.

• High level of discretion, sound judgment, and confidentiality in handling faculty personnel matters and committee records.

• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, shared drives, and related software applications; ability to develop proficiency in institutional systems and databases.

• Ability to learn and support use of systems such as Workday, Faculty Success, Interfolio, dashboard tools, or similar platforms used for faculty affairs, HR, or institutional reporting.

• Strong attention to detail, organization, follow-through, and ability to reconcile data, identify discrepancies, and resolve routine workflow issues.

• Ability to establish and maintain effective working relationships with faculty, department chairs, senior administrators, staff, committee members, and institutional partners.

• Professional, service-oriented approach to faculty affairs operations and faculty development activities.

• Skill in the operation of a variety of office machines including personal computers, telephones, fax machines and copiers.

MINIMUM REQUIREMENTS:

• Minimum Bachelor’s degree preferred.

• At least three years of progressively responsible administrative, coordinator, project support, academic office, faculty affairs, human resources, or executive administrative experience.

• Experience coordinating complex workflows, tracking deadlines, preparing reports, maintaining records, and supporting committees, leadership, or cross-office administrative processes.

• Demonstrated proficiency with Microsoft Office applications: Word, Excel, Outlook, Teams, and PowerPoint.

• Demonstrated ability and willingness to learn institutional systems such as Workday, Faculty Success, and external dashboards such as Interfolio or similar platforms.

• Ability to manage confidential information with discretion and professionalism.

• Strong organizational, writing, communication, problem-solving, and follow-through skills.

• Experience in higher education, academic medicine, faculty affairs, human resources, or a university setting is preferred.