BWPO PROMOTIONS ADMINISTRATOR / 40 HOURS / DAYS

BWPO PROMOTIONS ADMINISTRATOR / 40 HOURS / DAYS - BWH EMERGENCY MEDICINE

Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT: The Appointment and Promotion Administrator (APA) for the Harvard Emergency Medicine reports to the Administrative Director of the Brigham and Women?s Hospital Department of Emergency Medicine and is responsible for the overall administration of the Harvard Medical School (HMS) appointment and promotion process for the Harvard affiliated Department/Division of Emergency Medicine. The Harvard Emergency Medicine Affiliates are: Beth Israel Deaconess Medical Center, Brigham and Women?s Hospital, Cambridge Health Alliance, Children?s Hospital, Massachusetts General Hospital, and Mount Auburn Hospital. The APA serves as the primary resource and advisor to the Harvard Emergency Medicine Chair, Affiliate Chairs and Affiliate Administrators on academic appointment issues and policies. This position involves a high level of interaction with both internal and external constituencies, during which the incumbent may represent the Harvard Emergency Medicine?s Administration. He/she will serve as the primary data source and support to the Harvard Emergency Medicine Administration on all academic appointments. The Harvard Emergency Medicine Affiliates currently have approximately 200 faculty members. This position requires a broad and thorough understanding of appointments and promotion of Harvard academic medicine and the Harvard Emergency Medicine Affiliates. Exemplary writing and communication skills are required along with a high degree of professionalism. PRINCIPAL DUTIES AND RESPONSIBILITIES: Department Operations 1. Establishes policies and procedures for the Harvard Emergency Medicine and ensures compliance with all HMS requirements for appointments and promotions. Serves as primary administrative contact from Hospital Administration to the HMS Faculty Affairs Office and Affiliate Physician Services. 2. Provides oversight to all aspects of the initial appointment and promotion process within the Department. Establishes workflow processes and educates Department faculty and administrators on these processes. Reviews and recommends changes to workflow as needed to reduce turn-around time and increase efficiency. 3. Serves as the primary administrative contact with Affiliate Administrators regarding policies and procedures for appointments and promotions. 4. Provides oversight, training and ongoing review and advice to promotions coordinator. 5. Responsible for Quality Assurance, assuring that the Harvard Emergency Medicine complies with all quality standards and guidelines for appointments. 6. Serves as the administrative representative and resource to Harvard Emergency Medicine Promotions Committee, Partners Committee on Senior Appointments, Harvard Emergency Medicine Executive Committee and HMS Office of Faculty Services. Coordinates and reviews all Emergency Medicine appointments/promotions materials from the Affiliates. Prepares all necessary information for HMS Promotions and Reappointments Committee and coordinates Harvard Emergency Medicine Chair?s response following P R Committee decision and the outcome from the President and Provost of Harvard University. 7. Acts as the Harvard Emergency Medicine administrative resource for faculty searches. Monitors progress of the Search Committees and provides monthly reports to BWH Administrator Director and Chair. 8. Writes and/or edits promotion letters to the Dean, often taking responsibility for crafting the majority of the promotion letter to the standards of the Executive Committee and works with HEM Affiliate Chairs to assure that content and format is appropriate. (Note: promotion letters are several pages in length and include extensive information on a candidate?s background, suitability for position, ranking as compared to others in same field, etc.) 9. Coordinates candidate reviews at HMS Executive Committee of Emergency Medicine meetings. 10. Oversees the update and integrity of all Harvard Emergency Medicine databases containing information on promotion and appointments. Queries databases for information as requested or as needed for special assignments. Administrative Management and Reporting 1. In collaboration with the BWH Administrative Director, assists with preparation of reports to analyze the composition and changes within the Harvard Emergency Medicine faculty. 2. Advises Affiliate Chiefs Principal Investigators on issues regarding individual faculty appointments. Due to the varied circumstances of applicant backgrounds, individual consultation and review is frequently required to determine the appropriate rank, title and conditions for individual appointments. Visas and permanent residency status issues often also need to be individually reviewed to be applied to specific visa criteria. 3. Identifies faculty members who are eligible for promotion on the Medical School?s Clinician Teacher, Longer Service Criteria. Track and inform Affiliate Chairperson. 4. Serves as Information Officer for Harvard Emergency Medicine on issues related to HMS and Affiliate appointments. Keeps current on any changes in Affiliate or HMS policies with regard to appointments and promotions. Suggests changes to policies or procedures that impact Harvard Emergency Medicine operations. 5. Initiates and resolves miscellaneous issues with HMS Faculty Affairs, i.e. salary discrepancies for incumbents of endowed Chairs, Chief Residents and other faculty. Resolves miscellaneous issues with Affiliate Physician Services. Works with Hospital administration on annual physician recognition celebration. 6. Completes surveys as requested by HMS (e.g., annual National Science Foundation survey). 7. Performs other duties as assigned. Strategic Planning and Development 1. Works with Chairman of Harvard Emergency Medicine, Affiliate Chairs, as well as Affiliate Administration to advance the Chairman?s vision for faculty development, diversification and retention. 2. Assist with the communication of changes in policy or new initiatives to Harvard Emergency Medicine staff and assists with the development of action plans. 3. Represent the Department in interactions with a wide variety of personnel within the Department, the Hospital, and outside organizations, including consultants, legal counsel, etc Requirements: QUALIFICATIONS: Minimum of five years administrative and supervisory experience in an academic setting. Demonstrates an ability to handle the overall management of a complex operation (e.g. a Bachelor?s degree with some solid, relevant work experience). Computer skills are essential. A broad and thorough knowledge of organizational theory, systems approach to problem solving and interrelationships of clinical, teaching, and research activities. A high degree of social facility in obtaining cooperation and support from a broad range of people. Ability to effectively respond to extremely sensitive and confidential issues. SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Ability to assume the overall responsibility in the management of a time-sensitive and important part of an individual?s appointment to Medical School. Must be detail-oriented and be able to guarantee that every one of a large number of items is satisfactorily addressed for each physician on the active or inactive staff. The individual must also be able to work under the pressure of meeting deadlines. Good analytical skills to be able to identify a problem as it arises in the appointment process and good problem solving skills needed to resolve any problem as it arises. Independent decision making skills are vital since the minimal amount of supervision that the individual will receive necessitates an ability to act independently using sound judgment. Strong interpersonal skills are necessary for individual to interact with other people at all organizational levels (e.g. staff physicians, Department Chairs, Hospital Administration, HMS Administration and Dean?s Office, representatives from outside agencies