Program Lead Faculty Affairs

The Program Lead Faculty Affairs will be responsible to lead the day-to-day business and operational activates for the Faculty Affairs and CAO Offices. The Program Lead will be responsible to manage academic faculty and scientific staff appointments and promotions, and related faculty affairs activities for Children's National Health System. In conjunction with the CAO, the Chair of Pediatrics, the Vice Chair of Academic Affairs and in collaboration with the Manager of the Office of Medical Staff Services, will coordinate external faculty searches, appointment processes for faculty, at all ranks, and manage the annual faculty review cycle. The Program Lead will also steward faculty promotions, including scientific staff appointments and promotions and maintain the web portal and related data bases. The Program Lead will also be responsible to organize and manage the Faculty Appointments and Promotions (A&P) committee meetings and function as the primary administrative liaison with the George Washington University Medical School Faculty Affairs Office. The Program Lead will perform a wide variety of specialized and responsible duties independently in support of functions delegated to the CAO, and will be responsible for administrative support duties for the CAO which includes but is not limited to the facilitation and management of all research faculty employment agreements and offer letters. Minimum Education

Bachelor's Degree BA/BS with the option of an AA with relevant experience for > 8 years (Required)

Minimum Work Experience

3 years Progressively challenging administrative experience working in an academic, clinical or scientific environment. (Required)

Required Skills/Knowledge

Demonstrated maturity and ability to remain calm and composed under tight deadlines.

Good interpersonal relationships important.

Ability to effectively navigate complex organizations including partnership with GWU.

Maintain a high level of confidentiality , sound judgment, and fine attention to detail.

Manage and rank multiple tasks within fast-paced environment while operating under strict time constraints.

Exemplary attention to detail. Impeccable record keeping, filing and organizational skills.

Ability to interact diplomatically and effectively with multiple ranks of professionals and staff.

Adhere to strict deadlines and guidelines.

Ability to interpret and follow policies and procedures. understanding of governance concepts helpful.

Maintain confidentiality and professional decorum at all times.

Draft clear written instructions and business memos.

Highly developed communication and project coordination skills.

Must be able to work independently and have sole responsibility for important projects.

Motivated by challenge to solve problems and positively affect systems.

Bridge cultural gaps between institutions.

Familiarity with project management tools, and ability to multi-task between large numbers of different projects.

Functional Accountabilities

Faculty Affairs 30%

• Interpret, explain, and implement faculty guidelines, rules, policies, and procedures consistent with Children's National Health System's P&P and in collaboration with GWU Medical School.

• Plan faculty reviews, design review calendar, develops timelines and schedules.

• Plan and support A&P Committee. Schedules reviewers, provide direction to faculty for preparation of required materials; review CVs for content and format, develop agenda, document meetings, follow up on action items.

• Administer the faculty promotion process. Advise and support the promotion committee; provide direction to candidate on required materials; serve as liaison to the division(s) and the George Washington University , where applicable.

• Assist in the faculty recruitment process. Advise and support search committee; act as liaison with the division and HR, interact with HR on advertisement placements logistics; manage applicant database; plan candidate visits; monitor committee activities and follow up on needed actions.

• Plan and support search and promotion committees, document proceedings, and follow up on action items; support faculty meetings and faculty subcommittees on reviews.

• Manage the data and provides timely reports on faculty recruitments, reviews, and promotions.

Web Portal and Information Management 30%

• Develop and maintain the web portal and computer programs to compile and track data and to generate a variety of reports, i.e. appointment terms, promotion dates, faculty G&O/Annual Review and other programmatic projects. Responsible to maintain faculty list servers.

• Lead special projects, e.g., consult with the application developer to enhance or develop systems that will improve the day-to-dayoperations of the office and maintain up-to-date faculty information.

• Collaborate with developers on the ongoing review and evaluations of all designs, design specifications, and coding.

• Ensure timely updates to the Academic Affairs intranet website.

• Ensure timely and correct reporting to internal and external stakeholders.

Financial Management 10%

• Process assigned financial transactions to ensure compliance with institutional guidelines including purchasing, check requests and other npayments.

• Assure credit cards are reconciled within the mandate's deadline.

• Assist with review of monthly financial statements for accuracy and re-budgeting purposes.

CAO Office Administration 30%

• Maintains the Chief Academic Officer 's calendar; arranges meetings, conferences and appointments with personnel under the supervision of the Chief Academic Officer , and other internal and external stakeholders.

• Triages patient inquiries and requests in a timely manner(i.e.. scheduling, prescription refills).

• Composes and edits a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents; references policies, rules and regulations in preparing correspondence; reviews and copy edits material prepared by others.

• Prepares and maintain a variety of records; researches, reviews, checks and compiles a variety of information; collects and verifies data for accuracy , completeness and compliance with established procedures; prepares reports as required and files records as required. Manages project and process improvements initiatives; provides status of compliance, risk, timeline, resources, budget/cost, customer satisfaction, etc.

• Manages as delegated timecard administration and approvals through BearTime.

• Coordinates faculty meetings and schedules.

Organizational Accountabilities

Organizational Accountabilities (Staff)

Organizational Commitment/Identification

Teamwork/Communication

Performance Improvement/Problem-solving

Cost Management/Financial Responsibility

Safety