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POSITION OBJECTIVE

Working with a high degree of independence, the Faculty Affairs Coordinator is responsible for managing faculty appointment processes, including new appointments, reappointments, and promotion requests of School of Medicine faculty across all five campuses. This position will manage multiple faculty databases that are critical for accurate reporting for the school, university provost's office, and accrediting associations. The coordinator will use discretion and independent judgment when advising faculty, department chairs, and department administrators on compliance with university regulations. This position will work with confidential and sensitive personal and financial information and works under strict deadlines. The coordinator will work collaboratively and in a team environment with other Faculty Affairs coordinators to support the mission of the office of Faculty Affairs.

ESSENTIAL FUNCTIONS 

1. Manage the processes of faculty transfers, emeritus, requests for leave and sabbatical, outside academic appointments, pre-tenure extensions and more for part time, full time, primary, and secondary appointments for faculty at all campuses. Work closely with faculty, department chairs, and administrators (Case Western Reserve University and affiliate hospitals) and advise on university compliance requirements, potential solutions to unique circumstances, and processing timelines. Ensure requests comply with university requirements and standards; follow-up with the faculty member, chair, and/or department administrator regarding noncompliant requests and advise on corrective actions required for further review and consideration. Identify appointment requests to be submitted for the dean's, the provost's, and the university's Board of Trustees¿ reviews and approvals. (30%)
2. Assist in developing, managing and maintaining faculty databases, ensuring data integrity, and supporting the generation and analysis of reports for faculty affairs leadership, School of Medicine leadership, and address data inquiries from other School of Medicine departments. Work closely with Asst Director Administration and department Data Analyst to prepare key reports such as the annual Provost report, LCME accreditation reports, the School of Medicine Bulletin, and other requested analyses. Assist with providing credential verification as needed. (30%)
3. Update and maintain the Faculty Information System (FIS) and faculty databases for assigned departments or faculty members, ensuring data integrity and the ability to generate basic reports. (20%)

4. Serve as the primary contact for assigned areas by Faculty Affairs Manager, address inquiries from faculty, department chairs, and department administrators from university departments and affiliate hospitals. (10%)

    

NONESSENTIAL FUNCTIONS

1.  Manage and maintain electronic faculty personnel files, including all appointment actions, i.e., tenure changes, tenure extensions, retirement, and emeritus appointments, etc. Ensure accurate filing to ensure confidentiality and preserving sensitive information. (5%)
2. In collaboration with the Coordinator Manager and the faculty affairs coordinator team, develop, assess, and revise standard operating procedures to maintain compliance with university deadlines, to ensure service standards of the position, and to support the mission of the office. Collaborate and cross-train with the other faculty affairs coordinators. (5%) 

3. Perform other duties as assigned. (<1%)

    

CONTACTS 

Department: Daily contact with office of faculty affairs staff and director of faculty affairs to maintain workflow. 

University: Regular contact with school of medicine finance and dean's offices. Continuous contact with school of medicine department administrators in relaying information and providing assistance. Freq