Coordinator, Faculty Affairs

Job Summary:

The Coordinator for Faculty Affairs is responsible for providing support focused on transactions related to the TCU and Burnett School of Medicine at TCU faculty appointment, reappointment, promotion, and termination processes and serves as a resource for the School of Medicine on faculty affairs processes and policies. The Coordinator for Faculty Affairs collaborates with internal and external units to support School of Medicine faculty. The coordinator will also be responsible for gathering faculty information, maintaining faculty records, coordinating faculty meetings, and updating faculty documentation.

Duties & Essential Job Functions:

1. Prepares and processes all faculty-related transactions such as appointments, reappointments, promotions, terminations, salary letters, salary adjustments, contracts, credentialing (etc.), and routes personnel forms.
2. Manages receipt and review of electronic appointment information and applies necessary appointment policies and guidelines.
3. Oversees timelines and appropriateness of appointments exercising judgment and discretion in resolving issues for the various faculty appointment levels.
4. Communicates with faculty regarding hiring and appointment processes including payroll options; contacting facilities to verify degrees, creating and modifying confidential faculty records, and developing credentialing files and informational databases.
5. Maintains a comprehensive faculty database, ensuring the accuracy and confidentiality of all records related to faculty credentials, academic titles, certifications, education, scholarship, memberships, and appointment history.
6. Ensures timely updates of faculty information in the faculty management systems and university records and manages discrepancies by coordinating with internal and external stakeholders.
7. Regularly audits faculty data to ensure completeness, accuracy, and alignment with university records. Identify and correct discrepancies in a timely manner.
8. Evaluates and streamlines processes related to faculty appointments, meeting coordination, and promotion workflows to improve efficiency and accuracy.
9. Coordinates the faculty promotion process by ensuring compliance with deadlines, gathering and preparing necessary documentation for promotion dossiers, and communicating with stakeholders and reviewers.
10. Prepares confidential reports for use by various constituencies (internal and external) on an ongoing basis.
11. Liaises with internal offices to develop and maintain working partnerships (Human Resources, Office of the Provost, and School of Medicine academic departments) and works proactively and collaboratively ensuring data integrity for Burnett School of Medicine faculty appointments.
12. Manages the planning, coordination, and logistics of regularly scheduled department meetings, including faculty retreats and committee meetings; prepares agendas, takes minutes, and follows up on action items; facilitates smooth execution of meetings.
13. Participates in the development and updating of standard operating procedures (SOPs) to align with school and university policies and best practices for faculty affairs.
14. Assists Assistant Director and the Director of Faculty Affairs with projects as needed.
15. Assists with the planning and logistical support for all Faculty Affairs data initiatives.
16. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor's degree and 2 plus years of progressively responsible experience in higher education, with knowledge of university academic structure, policies and procedures OR
• 6 plus years' experience in higher education and knowledge of university academic structure, policies and procedures.

Preferred Education & Experience:

• Experience with medical school faculty affairs and appointment policies and processes.
• Experience working with web-based HR systems and databases.

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of customer service techniques.
• Knowledge of research techniques.
• Knowledge of Federal regulations concerning equal opportunity, and affirmative action.
• Skill in problem-solving techniques.
• Skill in self-motivation and initiative techniques.
• Skill in the use of Microsoft Office to include Word, Excel and Outlook.
• Skill in the use of database management.
• Skill in organization with strong attention to detail.
• Skill at working individually and as part of a team.
• Ability to demonstrate a strong service-oriented work ethic.
• Ability to manage multiple projects and meet deadlines.
• Ability to evaluate and implement processes to improve operations.
• Ability to plan and manage meetings and events.
• Ability to communicate professionally and effectively, both orally and in writing.
• Ability to maintain confidentiality.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
• This role is an on-campus and in-person position.

AA/EEO Statement:

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.