Faculty Promotions Coordinator

Harvard Medical School

Boston, MA

ID: 7121187 (Ref.No. hh-60996BR)
Posted: January 15, 2023
Application Deadline: Open Until Filled

Job Description

Position Description

The Faculty Promotions Coordinator (FPC) is responsible for the timely and accurate processing of promotions and new appointments at the rank of full professor at Harvard Medical School (HMS) and Harvard School of Dental Medicine (HSDM). A member of a dedicated team, this person manages a portfolio of candidate materials and collaboratively guides applications through multiple steps in the review process. This includes independent initial review of submissions, management of the solicitation of letters of evaluation, communication with internal and external staff and faculty members, and management of high-level committee meetings. Faculty Promotions Coordinators provide key support for all current and new initiatives related to senior professorial appointment processes at HMS. As part of the Office for Faculty Affairs, the FPC attends all-office meetings and assists with other related duties as needed.

In addition to professorial evaluation management, the FPC has dedicated management of one or two key promotions-related activities. Assignment and/or role can vary based on team needs. Responsibilities are further outlined once an area of support is identified.

Professorial evaluation management responsibilities:

Ensure timely and accurate materials for professorial appointments
Point of contact for materials collection; establish and maintain accurate faculty records and track overall progress
Administrative lead for letters of evaluation for professorial reviews
Principal contact for committee review meetings, includes management of complex scheduling and meeting material
Liaison to committee chairs and their administrative assistants, committee members, and department administrators; manage requests for information related to promotions
Manage honoraria payments for external committee members; uphold fiscal policies; serve as approved user of Harvard University (HU) Financial System; administrative contact for all related communications; troubleshoot problems
Gather data on scholarship impact using established metrics; assist in preparation of reports and dossiers
Contribute to internal process improvement of systems
Participate in planning and implementation of all new initiatives
Other duties related to general department administration and other responsibilities as needed

Principal Administrative Contact for major promotions-related activity:

Principal Administrative Contact of Submission Intake Process

Receive intake of submissions timely
Complete initial review; manage communications related to missing materials
Initiate internal organization of formal records, team files and promotion tracking tools
Assign access and permission levels to electronic materials based on in-depth knowledge of HMS complex appointment structure

Principal Administrative Contact for the Council of Academic Deans meeting

Receive materials from attendees for high-level monthly meetings
Manage email correspondence with Academic Deans and their administrators
Develop, create and provide critical review of meeting agendas
Manage dissemination of meeting day materials and technical support

Principal Administrative Contact for Endowed Professorship Processes

Liaison for the Endowed Professorship Working Group
Develop, maintain and update formal records related to endowed professorships
Manage correspondence related to approval, from signature to dissemination
Ensure all documentation required for university record is collected, filed and archived

Principal Administrative Contact for Post-Promotion Wrap-up

Liaison to the Office of the Provost for appointment approval communications and formal record documentation
Internal liaison and team lead for office records and coordination of data entry
Manage communications to candidate and department after review process is complete
Ensure formal records filed according to university policies

Basic Qualifications

3 years related experience. Education may count toward experience.

Additional Qualifications and Skills

Bachelor’s degree strongly preferred.
Experience in higher education preferred.
Windows-based computer skills with proficiency in Microsoft Word, Excel, Outlook, PowerPoint.
Excellent organizational skills.
Significant attention to detail and ability to handle highly confidential information with discretion.
Customer service experience and expertise.
Must work well under pressure and function as a team member.
Excellent verbal and written communication skills essential.
Demonstrated success in meeting deadlines.
Familiarity with academic appointment processes and policies a plus.

Additional Information

This position will be based in Boston. Due to the COVID-19 pandemic, you will begin your work remotely. All remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). The fully remote nature of this job is only temporary. Once the University and your supervisor determine that it is appropriate, in-person on- campus work will be required as a condition of continued employment. This department actively supports some remote work (within a state in which Harvard is registered to do business) where business and team needs allow. Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:

Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 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, incredibly affordable classes directly 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.

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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.

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