Hackensack Meridian Health Hiring for Administrative Coordinator-Office of Faculty Affairs Job at Nutley, NJ Full Time

Description:
How have you impacted someone’s life today? At Hackensack Meridian Health our healthcare teams are focused on changing the lives of our patients by providing the highest level of care each and every day. From our hospitals, rehab centers and occupational health teams to our long-term care centers and at-home care capabilities, our complete spectrum of services will allow you to apply your skills in multiple settings while building your career all within New Jersey’s premier healthcare system.

The Administrative Coordinator- Office of Faculty Affairs , in collaboration with the Office of Faculty (OOF) leadership supports the implementation, promotion and enhancement of the quality of faculty experience from initial application to appointment status. The incumbent is responsible for reviewing, organizing, analyzing, and reporting faculty data to internal and external constituents. Works closely with the OOF team to improve processes and procedures based on data driven recommendations. Serves as the point of contact for stipend related projects, background screens and clearance and vetting of faculty.

This is a hybrid position(50/50) and the office is located in Nutley, NJ.

Responsibilties:
A day in the life of an Administrative Coordinator at Hackensack Meridian Health includes:

Reviews and evaluates application credentials and analyzes applicants’ record for adherence to the appointments and promotions standards as set by the SOM.

Compiles, analyzes, and interprets various faculty data for reports, stipend processing and presentations.

Provides data-driven recommendations to assist with the overall development and improvement of faculty policies and procedures.

Attends and supports faculty assembly and committee meetings on behalf of OOF.

Serves as a liaison between faculty, OOF and academic department chairs to ensure efficiency through creative technical solutions that improve the appointment and promotions process.

Works closely with IT on system development projects, reporting, system integrations, testing, documentation, and training.

Masters the relevant data-entry, editing, and reporting features of all database and software systems used to facilitate the appointments, promotions, annual review, and compensation processes such as Sphere, Certiphi, Digital Measures and Workflow.

Assist the OOF team with developing and implementing a plan to screen, clear and onboard a diverse pool of faculty.

Represents the institution at events, open houses, fairs, and information sessions.

Communicates with and advises prospective applicants on appointment- and promotion-related questions and issues.

Reviews and/or organizes emails and other address directories related to compliance; coordinates, plans and schedules in-person and virtual meetings, including meeting locations, dates, conference and/or Google Meet/Zoom lines; prepares and distributes agendas, handouts, and food, as needed, and any related arrangements.

Assures compliance with HMH policies with respect to travel arrangements, purchasing, accounts payable, expense reimbursement, etc.

Records and archives meetings, takes notes and minutes, and distributes them.

Proactively and creatively drives the office’s project management processes.

Adheres to HMH Organizational competencies and standards of behavior.

Other duties as assigned.

Qualifications:Education, Knowledge, Skills and Abilities Required:
Bachelor’s degree.

Minimum of 3 years of experience working in an academic faculty office, preferably in a school of health professions.

Excellent computer skills, proficiency using Zoom and Google platforms.

Advanced user of Google Sheets and knowledge of working with quantitative data and performing statistical analysis.

Demonstration of exceptional interpersonal skills in coordinating and working collaboratively with diverse groups to achieve complex objectives.

Exceptional oral and written communication skills.

Analytical thinking skills.

Demonstrated ability to manage a workload of diverse tasks and organize and prioritize workflow to meet deadlines.

Ability to type and compose correspondence for signature.

Coordinate schedules and activities, exercise discretion, and communicate efficiently.

Strong problem-solving skills and the ability to work independently on a variety of tasks.

Must be detail oriented.

Education, Knowledge, Skills and Abilities Preferred:
Prior work experience with a medical school.

Significant experience working with faculty data and stipends and background screenings.

Knowledge of Digital Measures, Sphere, Certiphi, or Workflow databases.