Job Description Summary

Faculty Affairs Coordinator for the Dean's Office, College of Dental Medicine reports to the Director of the Dean’s Office and Strategic Initiatives. The Faculty Affairs coordinator is responsible for all aspects of Faculty Affairs, including but not limited to: recruitment, hiring, appointments, promotions, tenure, resignations, evaluations, and contracts. Provides information and statistics for the analysis of programs and special projects regarding faculty as requested. Manages the day-to-day faculty affairs for the Dean's Office. Serves as support and coverage for the dean’s office administrative coordinator. This role is privy to highly sensitive and confidential information, and the use of diplomacy, professionalism, and discretion is critical and required.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000059 CDM Dean's Office

Pay Rate Type

Salary

Pay Grade

University-07

Pay Range

Scheduled Weekly Hours

40

Work Shift

Job Description

20%: Manages, coordinates and completes all aspects of the FT and PT faculty recruitment process to include affirmative action, advertising, obtaining APT approval, reporting, etc. Collects candidate data including salary information, coordinates scheduling needs and facilitates interview process for all open faculty positions, including but not limited to travel arrangements, interview scheduling, organizing meals, escorting candidates, providing templates, maintaining candidate rating forms, coordinating the final recommendation letter from search committee to the Dean, and sending follow-up/thank you emails. Communicates with search committees, leadership, faculty and staff in a timely manner to ensure interview participation. Assists Search Committee Chairs with all needs and logistics related to Dean and Chair searches. Completes onboarding process and new hire paperwork for all faculty new hires including the faculty offer letters and credentialling with state board, DHEC, DEA, and hospital. Facilitates and manages the Visa and H1B process for any international faculty hires. Manages and oversees the affiliate faculty recruitment and employment process. Collaborates with the HR manager to ensure onboarding within the college is completed.

20%: Assists the Dean and Director of the Dean’s office with information requests and special projects regarding faculty salary analysis, promotion and tenure, recruitment, appointments, etc. from the Provost Office, other MUSC groups or outside organizations. Maintains a log of all tasks that have been assigned verbally, by email or other means, and tracks completion of tasks and ensures that all timelines are met. Updates the Dean of progress on a weekly basis and the Director of the Dean’s Office daily. Prepares for weekly meetings in advance and attends with all necessary materials and information. Provides and collaborates with the Assistant Dean for Finance and Administration and Senior Director of finance with support regarding special projects related to faculty.

15%: Creates and maintains faculty records and other necessary documentation including but not limited to evaluations, appointment files and other faculty personnel files. Ensures security of paper files and electronic documents. Purges/shreds confidential and other documents that are no longer required based on the University Retention Schedule. Ensures that accurate data is obtained to meet University and CDM's compliance and informational needs. Processes faculty letters of verification, state board letters, etc. Manages faculty Professional Liability Insurance, payments and verification certificates. Maintains up-to-date licensure information for all faculty. Facilitates and manages all aspects of the faculty evaluation and contract processes and provides updates to the Dean, Chairs and Finance and Administration on a regular basis to ensure deadline completion. Ensure invoices and bills for visiting faculty or faculty events are submitted and paid in a timely manner.

15%: Obtains and processes paperwork for faculty dual employment. Tracks all expenses related to faculty professional development and travel. Provides monthly data and reports to the Dean, Department Chairs and Business Managers for budgetary purposes. Serves as backup for purchasing in the Dean's Office, Academic Affairs, Diversity and Institutional Effectiveness? offices. Maintains and updates the Faculty Profile Systems database, the Liability Insurance database and NetID Serves as a College Super User for NetID Manager, maintains faculty contracts in database (Prism). Maintains and updates College residency programs listing. Compiles databases and provides statistical support for analysis of requested information regarding faculty. Provides accurate and up-to-date information regarding faculty and committees for accreditation purposes. Work with the Accreditation Manager and the Director of Dean’s Office Initiatives to ensure that the dean reviews and signs documents, certificates, and formal paperwork promptly. Submit CODA documents on behalf of the college and file communication.

15%: Serves as subject matter expert for the College on all faculty related issues. Attends trainings, information sessions and other faculty related meetings to remain current on all University and College changes and policies related to faculty. Serves as backup to the Assistant to the Dean when necessary to ensure complete coverage of the Dean's Office. Acts as contact person for Dean's Office. Under the guidance of the Director of Dean’s Office Initiatives, coordinate and facilitate occasional faculty team-building events.

10%: Compiles, analyzes and submits all required and necessary information for the faculty salary analysis, the Annual Survey of Dental Schools, the American Dental Education Association Faculty Survey and the American Dental Education Association Faculty Directory. Maintains and updates the CDM Faculty Handbook to include bylaws of all faculty governance committees, faculty policies, APT guidelines/rank criteria, organizational structure and the Strategic and Evaluation Plans. Actively participates in and provides assistance to various committees related to faculty including but not limited to the Faculty APT Committee, and the Credentialing Committee.

5%: Other duties as assigned by the Director of the Dean’s Office and the Dean.

MUSC Minimum Training and Experience Requirements:

A bachelor's degree and four years relevant experience in administrative services, public administration or business management.

MUSC Physical Requirements:

(Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift)

Ability to perform job functions in an upright position. (Frequent)
Ability to perform job functions in a seated position. (Frequent)
Ability to perform job functions while walking/mobile. (Frequent)
Ability to work indoors. (Continuous)
Ability to work outdoors in all weather and temperature extremes. (Infrequent)
Ability to work in confined/cramped spaces. (Infrequent)
Ability to perform job functions from kneeling positions. (Infrequent)
Ability to squat and perform job functions. (Infrequent)
Ability to perform 'pinching' operations. (Infrequent)
Ability to fully use both hands/arms. (Frequent)
Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent)
Ability to reach in all directions. (Frequent)
Possess good finger dexterity. (Continuous)
Ability to maintain tactile sensory functions. (Continuous)
Ability to lift and carry 15 lbs., unassisted. (Infrequent)
Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent)
Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent)
Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent)
Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous)
Ability to see and recognize objects close at hand. (Frequent)
Ability to see and recognize objects at a distance. (Frequent)
Ability to determine distance/relationship between objects; depth perception. (Continuous)
Good peripheral vision capabilities. (Continuous)
Ability to maintain hearing acuity, with correction. (Continuous)
Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

Additional Job Description

Minimum Requirements: A bachelor's degree and four years relevant experience in administrative services, public administration or business management. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lift objects, up to 15 lbs., from floor level to height of 36 inches, unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Continuous) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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