The Academic Appointments Coordinator is responsible for the timely and accurate processing of new appointments, reappointments, changes of status and data, and managing on-going and new projects related to Harvard Medical School academic appointments with a focus on fellows at HMS affiliate hospitals. Responsibilities include data entry of time-sensitive and confidential information, querying, reporting, and analysis of data. Collaborates as part of a data team to ensure integrity of appointment data and data systems. Oversees timelines and appropriateness of appointments exercising judgment and discretion. Actively monitors and reconciles potential discrepancies. Reports to the Director of Academic Appointments Data Management. - Works independently and as part of a team to ensure timely and accurate new appointments, reappointments, and changes of status and data for a unique portfolio of approximately 9,000+ HMS affiliate non-faculty academic appointments.
- Manages receipt and review of electronic appointment information from administrators at affiliated hospitals; applies appointment policies and guidelines to review. Monitors for, troubleshoots & reconciles discrepancies.
- Ensures adherence to established policies and complex criteria, completeness, and appropriate appointment level standards.
- Efficiently processes academic appointment data transactions in PeopleSoft system.
- Team lead of annual reappointment process for affiliate academic appointments.
- Contributes to improvement of systems and control of data integrity as active member of data management team.
- Proactively researches and resolves appointment issues.
- Oversees and maintains relevant sections of Appointments Checklists, Forms, Guides, and Templates.
- Develops and provides guidance and training for department administrators.
- Assists with the planning and logistical support for all Faculty Affairs data initiatives.
- Liaises with internal offices to develop and maintain working partnerships (Human Resources, IT, Research Administration,).
- Serves as point of contact for HMS affiliate hospital department administrators, key stakeholders who may also lead multiple divisions and administrators.
- Works effectively within a culture inclusive of individuals with diverse backgrounds, styles, abilities, and motivations, and appreciate and leverage the capabilities, insights, and ideas of all individuals.
Harvard Medical School Mission and Community Values
Harvard University offers an outstanding benefits package including:- Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
- Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
- Retirement: University-funded retirement plan with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
- Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
- Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
- Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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Salary Grade: 055
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