Faculty Support Coordinator

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POSITION SUMMARY : Reporting to the Executive Assistant, the Faculty Support Coordinator provides comprehensive administrative and coordination support to faculty staff. This role is responsible for the ongoing maintenance and integrity of multiple faculty-related databases, including extracting, organizing, analyzing, and formatting data to produce accurate reports, charts, and graphical presentations for management and operational use. The position ensures the timely updating and verification of faculty information to support reporting requirements and institutional decision-making. The Faculty Support Coordinator also serves as a key resource for faculty regarding processes related to contracting, evaluation, and credentialing, ensuring accurate documentation, compliance, and adherence to established procedures. In addition, this role contributes to the development, documentation, and continuous improvement of best practices related to faculty services and administrative workflows. The position also serves as a backup for the Program Coordinator, providing support as needed to ensure continuity of operations, including assisting with scheduling, coordination, and program-related administrative tasks during absences or peak workload periods. Position: Faculty Support Coordinator Department: Psychiatry Administration Schedule: Full Time ESSENTIAL RESPONSIBILITIES / DUTIES: 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 communication of interview updates and feedback. Manage onboarding and offboarding processes for BUMG MD/PhD providers, ensuring smooth transitions and compliance with departmental procedures. Assist with onboarding and offboarding activities for BMCAP faculty and clinical staff members. Prepare, review, and process salary and offer letters in collaboration with hiring managers and leadership. Develop and distribute candidate evaluation surveys for both accepted and declined candidates to support recruitment analytics and process improvement. Administer overbase payment entries for BUMG moonlighting activities in BU Works, ensuring accuracy and timeliness. Support faculty appointments and promotions, including drafting chair letters, preparing documentation, and ensuring compliance with institutional guidelines. Manage AdAPT system processes, including evaluator entry, solicitation tracking, follow-up, and collection of recommendation letters. Coordinate faculty meetings, including agenda development, scheduling, and logistical support for monthly faculty sessions. Participate in weekly Faculty Appointments Committee meetings to support workflow planning, updates, and process coordination. Maintain faculty appointment and promotion databases, ensuring accuracy, consistency, and timely updates. Conduct annual verification of faculty records in collaboration with VA Boston and BU Faculty Affairs to ensure data integrity. Coordinate annual faculty CV collection to support performance review and promotion cycles. Develop, maintain, and analyze faculty databases, extracting and formatting data into reports, charts, and dashboards for leadership reporting. Prepare clinical productivity and quality reports, including RVU reporting based on clinical activity and session data for faculty distribution. Develop and manage OPPE/FPPE reporting processes, including electronic file organization, data reporting, and semi-annual summaries to support clinical competency requirements. Generate routine statistical reports for faculty performance evaluations (weekly, monthly, annual) using systems such as New Innovations. Initiate and support mandatory training communications for faculty and staff compliance tracking. Coordinate credentialing activities, including licensure tracking, ACLS certification monitoring, and recertification scheduling. Maintain CME records for faculty and ensure documentation is current and compliant. Prepare and maintain faculty rotations and scheduling assignments on an annual basis. Draft and edit high-level correspondence, reports, spreadsheets, and presentations; ensure accuracy and data validation prior to submission. Prepare employment verifications, recommendation letters, and other formal correspondence for leadership review and approval. Serve as 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. Monitor and track faculty vacation time following supervisor approval. Coordinate new hire onboarding logistics, including workspace setup, system access requests, and distribution of equipment and credentials. Coordinate meeting logistics, including room scheduling, audiovisual setup, a

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