BWPO PROMOTIONS COORDINATOR / 40 HOURS / DAYS

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

Responsibilities: GENERAL SUMMARY/ OVERVIEW STATEMENT: The Appointment and Promotion Coordinator works closely with the Appointment and Promotion Administrator to coordinate 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 Harvard Emergency Medicine currently has approximately 200 faculty members. This entails the review of material completed by physicians and their administrators, the storing and formatting of this information in the Department?s computerized database, preparation of material for response to queries from outside institutions on the Department?s physician, resolution of all workflow and documentation issues, and the overall management of the internal policies and procedures in the Department regarding annual appointments and promotions. Exemplary writing and communication skills are required along with a high degree of professionalism PRINCIPAL DUTIES AND RESPONSIBILITIES: GENERAL PROMOTION RESPONSIBILITIES 1. Provides primary support for the overall administration of the Harvard appointment and promotion process for the Department/Division of Emergency Medicine. This includes: a. Initial review and screening of all appointment and promotion candidate materials, both Annual and Term appointments b. Communicate with affiliates regarding material completeness/status, etc. c. Track all applicant data into promotion database, to include: HMS term new and reappointment information and any mission demographic information d. Run reports regularly to identify gaps/issues with data 2. Review faculty CVs for conformity with HMS format and advises individual faculty members and their designated assistants on specific recommendations. This activity includes extensive email communications and occasional meetings. Makes recommendations to Harvard Emergency Medicine Affiliates to assure that the edited faculty CV fully reflects the faculty member?s accomplishments. 3. Acts as meeting coordinator for planning a variety of committee meetings including HEM Executive Committee. Specific duties: a. Reserves location b. Emails correspondence to HEM affiliates c. Prepares meeting documents d. Delivers/sends meeting documents to committee members e. Orders food and provides any necessary supplies f. Retains meeting documents for use in referee requests g. Pays any invoices for food/supplies 4. Prepares PromoStage 3 referee letters and attaches appropriate criteria and any support forms as well as CV. 5. Types individual addresses on each letter and prepares UPS forms. 6. Obtains signatures from Department Chairman?s office 7. Places documents in alpha order and files in hard file 8. Delivers miscellaneous documents to Executive Committee Chair?s offices 9. Scans documents into Laserfiche, the document repository. 10. Periodically requests/sends hard files for storage with outside vendor and keeps updated list Requirements: QUALIFICATIONS: Requires a Bachelor?s degree and a minimum of 3 years? experience in writing or editorial work, preferably in an academic environment. A solid understanding of medical terminology as a well as a familiarity with life sciences is required. Outstanding written and communication skills. Must demonstrate an ability to absorb, organize and translate complex clinical information for a lay audience. A basic understanding of print production and strong computer skills are required. SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Excellent writing and grammatical skills. Strong proofreading and editorial skills are required. Proficiency in Microsoft Word and general understanding of other desktop publishing software. WORKING CONDITIONS: Work is performed in a professional office setting. May require travel to other parts of the Hospital campus. The pace of work is sometimes hectic and quite challenging. SUPERVISORY RESPONSIBILITY: No FTEs supervised. FISCAL RESPONSIBILITY: No direct fiscal responsibility. Shift: Day Shift EEO Statement: An EEO, AA, VEVRAA Employer