Coordinator, Faculty Appointments

Job Description

Job Description

Compensation: $25.77 - $28.44 per hour, based on skills and experience.

Position Summary

The Coordinator, Faculty Appointments, manages the administrative processes associated with faculty appointments, promotions, and reappointments through the Interfolio system within Chicago Medical School. This role ensures the seamless setup, tracking, and completion of cases, consistent with university policy and accreditation standards. As a key liaison between internal and external stakeholders, the Coordinator, Faculty Appointments provides expert guidance and support through the Interfolio submission process. The Coordinator, Faculty Appointments will deliver one-on-one Interfolio training to faculty, maintain accurate faculty records, monitor deadlines, and ensure the accuracy and integrity of faculty data for accreditation reporting purposes. The Coordinator, Faculty Appointments provides key support to the CMS Faculty Appointments, Promotions, and Tenure Committee, facilitating timely appointment processing. To be successful in this role, the Coordinator, Faculty Appointments must possess strong customer service skills, meticulous attention to detail, technical expertise, and the ability to effectively manage multiple priorities within an academic environment.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short-term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 10% employer contribution after two years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff members are eligible for three weeks of vacation, 15 sick days, and 13 holidays plus two floating holidays. That is a minimum of 30 paid days off each year!

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university’s 6 colleges continue Dr. Franklin’s legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties & Responsibilities

• Set up and monitor faculty appointment and promotion cases within the Interfolio system
• Ensure cases are routed correctly through the stages of the review process
• Ensure the timely completion and submission of faculty appointments and reappointments. promotions and tenure cases.
• Create and provide a concise, user-friendly Interfolio guide to support faculty and department staff with dossier submissions.
• Provide one-on-one assistance with Interfolio to ensure ease of use of the system.
• Ensure faculty CVs, publications, and credentialing documents are uploaded to Interfolio, are current, and compliant with institutional guidelines
• Verify faculty credentials using online verification systems
• Maintain and update faculty appointment records and databases for LCME reporting.
• Manage databases and tracking systems for faculty appointments, ensuring data integrity and timely updates
• Serve as the initial point of contact to troubleshoot Interfolio issues and coordinate with RFU Faculty Affairs as needed.
• Track key deadlines for submissions and review stages, send reminders and follow-ups to faculty and reviewers.
• Review submitted materials in Interfolio for completeness and alignment with institutional appointment and promotion policies and accreditation standards.
• Compile and analyze Interfolio data related to trends and completion rates for reporting to stakeholders
• Assist in preparing reports, presentations, and data analysis related to faculty appointments and academic affairs.
• Provide access and support to the Faculty Appointments, Promotions, and Tenure committee members as they review appointment and promotion dossiers within Interfolio.
• Serve as the primary point of contact for faculty appointment inquiries from department chairs, faculty members, and administrative staff.
• Facilitate communication between departments, committees, and leadership regarding appointment processes and requirements.
• Collaborate with human resources, the Dean’s Office, and other administrative units to ensure compliance with institutional and external policies.

Other Duties as Assigned

Conditions of Employment

• Must achieve satisfactory results from a background check, pre-employment drug screen and a general physical

Required Education & Experience

• High school diploma or a GEDA minimum of 3 years of experience in academic administration, preferably within a medical or healthcare education setting.

Required Knowledge, Skills, & Abilities

• Strong verbal and written communication skills with a customer-focused approach.
• Proficiency in Microsoft Word, Excel, PDF, and web-based applications.
• Excellent organizational skills and ability to manage multiple tasks effectively.
• Strong attention to detail with the ability to edit and proofread documents.
• Ability to exercise sound judgment and establish priorities.
• Strong interpersonal and relationship-building skills with a commitment to service excellence.
• Professional demeanor with the ability to handle confidential information with discretion.
• Effective collaborative communication skills.
• Ability to work with diverse populations and demonstrate cultural sensitivity
• Strong technical expertise with the ability to effectively communicate complex systems in clear, non-technical language.

Preferred Qualifications

• Bachelor’s degree in business administration, legal administration, or a related field.
• 3-5 years of professional administrative experience.
• Knowledge of academic and clinical environments.
• Familiarity with medical school accreditation standards and guidelines.
• Experience in faculty affairs, credentialing, or related administrative roles.
• Strong interpersonal skills and the ability to establish and maintain positive relationships with faculty and staff.

Typical Physical Demands & Working Conditions

• Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.
• Prolonged periods of sitting and driving.
• Some lifting and bending.
• Position requires physical and mental alertness

EOE, Including Disability / Vets