Program Coordinator II

Essential Duties And Responsibilities:

• Provide consultation and guidance to Faculty and Chairs; meet with faculty as requested to review qualifications for appointment and promotion.
• Develop and manage the tracking system for the CDU appointment and promotion process.
• Coordinate onboarding of non-compensated (volunteer) faculty including drafting letters, sending background checks, and retrieving onboarding documents.
• Set and maintain an efficient appointment schedule to work with faculty and prospective faculty both on site and at affiliate sites.
• Assist with maintaining the COM Faculty Affairs webpage for processing faculty dossiers.
• Monitor receipt of written correspondence and reports from Faculty, Chairs, and references.
• Interact with Associate Deans and Deans on matters relevant to appointments and promotions.
• Continue to enhance current online dossier checklist in order to facilitate process for current and future faculty
• Establish and maintain COM academic personnel files.
• May supervise clerical and filing assistants or temporary clerical personnel.
• Coordinate the submission of appropriate documentation to CDU Human Resources department.
• Prepare comprehensive written correspondence, reports summarizing data collection and establish and maintain files. Reports to include: COM statistics, AAMC statistics by various parameters, WASC statistics, Scorecard/dashboard of all appointments, Department Monthly Reports, Renewals, out of compliance, and monthly report for Dean.
• Collaborate in the revision of the Faculty Guidelines and Appointment and Promotions Policy and Procedures and assist in the implementation process as required.
• Assist in support of all activities associated with the COM AP Review Committee meetings, including meeting schedule, locations, development of agenda, dossier summary, dossier on video for review, tally votes, and meeting materials.
• Assist in the development and presentation of dossier preparation faculty workshops.
• Collaborate in the development of faculty mentoring workshops.
• Set up meetings with each Department Chair and prepare chart and files for review of Department.
• Set up meetings with each faculty member to review faculty activity plan, progress, and needs for each action.

Other Duties And Responsibilities:

• Available to participate and collaborate on special projects, as requested by the Offices of the Dean at each College.
• Performs other duties as assigned.

Qualifications/Requirements:

Education:

• Regionally accredited Bachelor's degree required in Education, Healthcare Administration, Finance or equivalent combination of education and experience managing medical certification, physician licensing, accreditation processing or similar; Master's degree preferred;

Experience:

• Two (2) to three (3) years of office coordination and document production experience
• Knowledge of academic appointment and advancement concepts and requirements

Knowledge/Ability/Skills:

• Excellent interpersonal skills and the ability to deal effectively with people at all levels of management, including the most senior, and provide exceptional customer service.
• Ability to work independently to organize work schedule and both internal and external appointments and meet productivity goals.
• Familiar with medical vocabulary, medical and research publications and journals, curricula vitae and other types of academic documentation.
• Ability to organize, analyze, track and manage multiple assignments and deadlines concurrently.
• Proficient in Microsoft Suite: Windows, Excel, PowerPoint and Access. Expert user of advanced MS Word functions including document set up and production, template, mail merge, edit/track changes, functions, import and creation of graphs and charts. Ability to create and manage logical electronic (and paper) storage and filing processes.

Complexity:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Work Environment:

• Position is on site unless specific authorization from manager.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally required to work in confined space.

Mental Demands:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• Ability to work effectively with a diverse community.

Compensation:

• $68,640.00 to $70,304.00

Position Status:

• Full Time 

Work Location:

• On-site

Conditional Statement:

The employment status of this position is classified as "Conditional". Conditional employment means that the job exist contingent upon funding limitations of restricted funds or, the duration of a specific program, project, grant or contract. The duration of grant for this position is through December 31, 2026.

Eeo Statement:

Charles R. Drew University of Medicine and Science is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability, or covered veteran status.

Fair Chance Statement:

Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.