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.
3 years related experience, with exposure to academic appointments processes or similar transactional environment. Higher education may count towards experience.
Experience in higher education preferred. Proficiency with web-based HR systems, particularly PeopleSoft. Experience with MS Office including but not limited to Word, Excel, and PowerPoint. Experience working with Access or similar database applications. Familiarity with academic appointments processes and policies. Excellent organizational skills. Strong attention to detail and ability to handle highly confidential information and complex work. Strong written and verbal communication skills. Strong customer service experience and expertise.
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 53508BR
About Harvard University Medical School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.