Coordinator, Administrative Program

Job Summary The Administrative Program Coordinator will support the faculty appointment, review, and advancement (FARA) process for the Spencer Fox Eccles School of Medicine within the Office for Faculty. The Coordinator will act as the FARA service representative for several departments, coordinating and tracking all program functions related to the FARA process. The Coordinator must possess advanced analytical and comprehension skills, as well as exceptional interpersonal and communication skills. The Coordinator works collaboratively with School of Medicine departments, and divisions and must demonstrate the ability to work effectively in a team environment. They must be able to communicate department's questions and issues clearly, participate in determining solutions, and convey information professionally via phone, email, and in person. Expectations Capable of explaining issues in a concise manner to staff and faculty. Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with senior administration, faculty, and staff. Capable of coordinating efforts and collaborating with a variety of individuals having conflicting agendas. Able to establish priorities and manage multiple activities to meet office, health sciences, and university deadlines. Perform effectively under conditions of fluctuating workload with frequent changes and competing demands. Able to complete assignments with attention to detail and a high degree of accuracy. Develop detailed knowledge of all policies related to faculty appointment and actions. Think through the consequences of a decision before making it, and determine the appropriate involvement of team and senior administration. Capable of determining appropriate team involvement and resource use when answers are not readily apparent in vague circumstances. Make appropriate decisions following standard office policies and past precedents. Ability to identify and continually improve processes by identifying potentially more effective methods of operations. Responsibilities Train department coordinators, oversee day‑to‑day activities involved with implementing, monitoring, and troubleshooting problems, preparing letters for candidates, and ensuring faculty files meet established criteria. Ensure all processes are performed in accordance with established criteria, interpret policies, and advise faculty and departments on the application of institutional regulations. Represent and advise the FARA process; make decisions and advise faculty, administration, and coordinators. Stay current with all FARA requirements and guidelines. Oversee daily program operations, coordinate activities, develop and implement program goals and objectives. Make quick decisions under tight deadlines to ensure effective execution. Monitor program quality, effectiveness, and research improvement methods. Advise staff and faculty on program policies, goals, and related technical issues. Write and edit program materials for trainings, workshops, and conferences. Work with other FARA Coordinators to organize and coordinate committee meetings, manage minutes and reports for candidate files. Plan and implement activities for all program functions, including meetings, scheduling, tracking, reporting, and purchasing supplies. Serve as backup for other office functions and take on special projects as assigned. Assist with grant writing and other fundraising activities. Prepare reports, financial statements, and records on program status and progress for management and external agencies. Write and edit program publications and promotional or educational materials; oversee staff scheduling of meetings, seminars, and related functions. Assign, direct, and review work of support staff when appropriate. Minimum Qualifications Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills also required. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. Preferences Moderate to advanced computer skills in Microsoft Outlook, Word, and Excel. Familiarity with Microsoft PowerPoint and ability to learn new computer programs quickly. Familiar and knowledgeable about School of Medicine, Health Sciences, and University processes. Familiarity with Interfolio, UBox, and SharePoint. #J-18808-Ljbffr