Faculty Services Administrator

Overview

Under the general direction of the Department Administrator or Chief, this position has comprehensive administrative responsibility for faculty and nonfaculty appointments. This position requires the professional skills to coordinate all aspects of the Harvard appointment process and communicate effectively with all levels of faculty and administrators. Provides support to various leadership levels requiring appropriate ability to manage time-sensitive and confidential information. The Faculty Services Administrator is expected to function with a high- degree of independence and decision making and work under minimal supervision to accomplish job responsibilities and meet strict deadlines. May work closely with the CV Writer Team to facilitate the completion of documents required for the promotion process.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Primary Duties and Responsibilities

• Primary administrator of Harvard Medical School (HMS) faculty and nonfaculty appointments

• Processes all Harvard Medical School (HMS) first appointment, reappointment, and promotion materials within the department of Medical Oncology. Includes, but not limited to: Research Fellow, Instructors, Assistant Professors, Associate Professors, Professors, Lecturers, etc.

• Coordinates faculty search (recruitment) processes, develops search request with division Chief or administrator, obtains department, Office of Faculty Development, Professionalism, and Inclusion (OFPDI) and BWH Department of Medicine (DOM) approval for searches and advertisements, places ad with advertising agency. Maintains records of the search, advertisement posting dates and invoices. Works with search coordinator to create report of the search. Enters the search into the HMS Search Portal.

• Trains new division administrators on appointment and search processes and serves as a resource on the academic process. Serves as a resource for request for information on providers in the BWH credentialing process and HMS appointment or promotion process. Tracks process in detail (reasons and dates) on departmental spreadsheet.

• Manages the annual reappointment processes for annual (Instructors and fellows) and term (Assistant and Associate Professor) faculty. Collects data, prepares reports, coordinates development of CVs and letters of support (term faculty).

• Communicates on a regular and monthly basis with Division Chiefs and Administrators on division faculty member promotion progress.

• Coordinates and educates faculty members on the promotion process. Tracks individual progress and communicates regularly with faculty member.

• Works closely with OFPDI and Human Resources Information Systems (HRIS) to maintain accurate faculty and nonfaculty appointment and position records. Notifies OFPDI, HMS and BWH of all terminations.

• Serves as a liaison with the BWH and DFCI medical staffing offices; initiates clinical onboarding at BWH and follows the BWH credentialing process through to completion. Provides updates to Division Administrators and works through problems with documents or submissions. Communicates directly with new faculty as needed.

• Prepares and updates CVs, primarily for fellows and Instructors, according to HMS-DOM format or enters information into EasyCV. Reviews and edits CVs for Assistant and Associate Professors prior to turning them over to the CV Writer Team.

• Keeps updated files for each faculty member and fellow appointed in the Department. Also maintains records of faculty from other departments (e.g., Cancer Biology and Data Sciences) appointed through Medical Oncology

• Provides faculty lists and reports as requested by DFCI’ leaderships and stakeholders.

• Provides reports and context for the promotion process to department leadership.

• Works with the MO Editorial Team to review and edit weekly newsletters, annual reports, and monthly faculty meetings.

• Educates and trains new faculty users on EasyCV application for entry and maintenance of Harvard-formatted CVs. Will develop ease of use with new HMS CV Generator application.

Knowledge, Skills and Abilities

• Excellent written and oral communication skills. Must possess strong writing and presentation skills.

• Advanced knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, Adobe.

• Demonstrated ability to lead initiatives to completion as well as an exemplary record of successful program management.

• Adheres to all hospital-wide standards for professional behavior, as well as cultural sensitivity and age specific competencies.

• The ability to communicate effectively with a diverse constituency, including -- senior hospital administrative staff, Division Chiefs and Administrators, research faculty at all levels, research trainees and staff, representatives of BWH DOM and colleagues.

• Must be extremely detail-oriented and possess excellent interpersonal, organizational, analytical, and problem-solving skills.

• Ability to prioritize and manage multiple tasks. Time-management, multitasking and the ability to work under pressure in a fast-paced, developing organization are essential.

• Must be pro-active, take initiative, and exhibit sound judgment.

• Ability to handle complex, confidential, and sensitive material/information in a professional manner.

• Understanding of and ability to use medical terminology.

• Initiative and ability to work well both independently and as a member of a team.

• Ability to adapt to changes in applications, policies, and procedures.

Minimum Job Qualifications

• Bachelor's degree with 5 years’ of relevant administrative experience required.

• Experience working in a medical or scientific research setting or comparable technology-oriented business environment or academic medical center is preferred. 

License/Certification/Registration Required: None

Supervisory Responsibilities: No

Patient Contact: No

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).