When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.
The coordinator of Faculty Affairs serves as the central operational resource for all phases of faculty recruitment, onboarding, credentialing, and lifecycle administration. This role partners closely with department leadership, finance, immigration counsel, and hospital credentialing bodies to ensure seamless integration of new faculty from offer acceptance through onboarding, orientation to support our faculty.
In addition to the below duties, this position will be responsible for the following:
Recruitment & Position Management
● Develop and post faculty job descriptions in Workday and on external job boards as needed.
● Monitor applicant pools; distribute candidates to search committees in a timely manner.
● Maintain recruitment records and ensure compliance with posting requirements.
Offer & Hire Processing
● Collect and track signed offer letters and practice agreements.
● Notify the Department Chair, Chief Administrative Officer, Section Chief, and relevant stakeholders upon receipt of signed offer documents.
● Execute faculty hire transactions in Workday accurately and on schedule.
● Update and maintain the faculty rank list following each new hire.
Visa & Immigration
● Assist in determining visa requirement for each new hire and initiate the visa process with HMFP Immigration Attorney as required.
● Distribute the HMFP intake form to the new hire and track completion.
Onboarding & Orientation
● Send a welcome packages to new hires upon hire confirmation.
● Add new faculty members to all relevant departmental email distribution lists and communication channels.
● Schedule and coordinate the new faculty luncheon with the Chair, CAO, and EA.
● Distribute the Faculty Orientation Booklet to each new hire.
● Review departmental strategic documents and organizational charts with new faculty as appropriate.
Credentialing & Hospital Privileges
● Request credentialing packets via ARF, as well as CRICO and BHPYN platforms.
● Facilitate and monitor the hospital credentialing process end-to-end.
● Attend and participate in monthly BHNPYN meetings.
● Track and follow up on the return of credentialing packets for each new hire.
● Provide new hires with the link to obtain a Massachusetts (MAS) medical license, if applicable.
Systems Access & IT Setup
● Request IS access for all clinical sites at which the new hire will practice.
● Submit Epic access requests via the IS Request portal — note that faculty cannot dictate without active Epic access.
● Request PACS (Picture Archiving and Communication System) access as required.
Operational & Administrative Setup
● Initiate EOHS (Employee Occupational Health Services) clearance.
● Coordinate ID badge issuance and key requests.
● Process radiation badge request if applicable.
● Arrange office space, desktop computer, phone, and pager as needed.
● Facilitate parking or parking sticker arrangement.
● Schedule Media Lab appointment for faculty headshot.
● Notify the Head of Communications to prepare the hire newsletter announcement and Brown Bag session invitation.
Job Description:
Essential Responsibilities:
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Oversees and ensures administrative coordination for the education programs. Prepares, communicates, and provides schedules and information to trainees. Serves as program point person during training sessions. Assists with the preparation, maintains files and distributes course materials.
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Schedules program-planning meetings and attends meetings. Coordinates teaching space, equipment and catering. Maintains databases and ensures accurate and current data is accessible to users and program educators. Oversees the program evaluation process, and "reports out" on program metrics. Liaises with affiliate programs and oversees affiliation agreements.
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Schedules appropriate didactics and educational activities for medical interns. Arranges for speakers, teaching materials, and off-campus practice activities. Creates and distributes schedules and information. Compiles and distributes reading assignments. Develops a biannual compilation of feedback about the program. Serves as point person for trainees.
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Works with Program Directors to design and execute annual Orientation Programs. Meets with orientation facilitators and session speakers. Answers relevant inquiries and assists with the resolution of issues. Designs and distributes program materials. Compiles and analyzes feedback and suggests program improvements for subsequent orientations.
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Coordinates educational electives for the training program. Solicits elective requests from house staff. Maintains logistical and scheduling details with physicians, healthcare providers, and practice managers. Creates individualized schedules, e-mail, and information packets for each house office.
Required Qualifications:
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High School diploma or GED required; Bachelor's degree preferred.
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1-3 years related work experience required.
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Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
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May produce complex documents, perform analysis and maintain databases.
Competencies:
Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.
Pay Range:
$58,011.00 USD – $78,075.00 USD
The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.
