Program Manager, OPH Faculty Affairs

Program Manager, OPH Faculty Affairs-(3299376)

Description

POSITION SUMMARY:

The Program Manager of Faculty Affairs works closely with senior department leadership, including the Ophthalmology Department Chair, Vice Chair for Ophthalmology Promotions and Reappointments, the Director, Ophthalmology Administration and the Harvard Medical School Office of Faculty Affairs. This position requires excellent communication and project management skills plus superb writing. A substantial degree of autonomy, discretion, and independent decision-making is expected.

Reporting to the Associate Director of Harvard Ophthalmology Communications, the Program Manager of Faculty Affairs manages all aspects of the Harvard Medical School appointment, reappointment, and promotion process for faculty, trainees, and research staff of approximately 400. The Program Manager serves as the department's go-to-expert for all matters related to faculty affairs. They also play an important role in the Harvard Ophthalmology Mentoring Program, helping to match new faculty with mentors, coordinating quarterly meetings, and ensuring that mentors and mentees are connecting and having positive, enriching experiences.

ESSENTIAL FUNCTIONS

HMS Appointments, Reappointments, and Promotions
Working closely with the Harvard Ophthalmology Chair and Vice Chair of Ophthalmology Promotions and Reappointments, the Program Manager of Faculty Affairs oversees the HMS appointment, reappointment, and promotion processes for all faculty, trainees, and research staff. This includes:

Guiding faculty through the promotion process, which includes advising them on their CVs, helping them collate dossier materials, soliciting evaluation letters, and drafting recommendation letters to the Dean. Managing the reappointment process for all faculty, fellows and research staff (3 separate cycles throughout the year) Providing completed dossiers for new faculty (all ranks) and trainees to HMS and onboarding them through HMS PeopleSoft Processing departures for all faculty, trainee, and research staff who hold an HMS appointment Providing guidance and advice to faculty/trainees who have questions related to HMS appointment processes Serving as a liaison between HMS and faculty Preparing all materials and leading monthly Promotion and Reappointment Subcommittee meetings Working closely with the Vice Chair of Promotions and Reappointments (PnR), including providing guidance on HMS appointment process, prioritizing workflow and setting P&R agendas, and advising on/addressing any atypical faculty and trainee appointment matters Maintaining internal database to track appointments and promotions and ensure they are processed in a timely manner.

Harvard Ophthalmology Chair Support

·Writes External Evaluation letters for external faculty who are being considered for promotion and other Chair letters of support, as needed

·Evaluates and synthesizes faculty clinical, research, and teaching accomplishments to writes all appointment, reappointment, and promotion letters to the Dean

Harvard Ophthalmology Mentoring Program

·Manages the Department's Mentoring Program, scheduling Mentoring Oversight Board meetings as necessary, supporting both mentees and mentors

·Manages the mentor onboarding, including meeting with new faculty and introducing them to the Harvard Ophthalmology Mentor Program and HMS promotion process

·Meets regularly with current faculty to check in on their Mentor Program experience

·Oversees nomination and selection of annual Harvard Ophthalmology Mentor Awards

·Analyzes data from the program to make recommendations regarding program resource use, draws observations and reports on improvements to program and overall success of the curriculum and mentee experience.

·Synthesizes data and shares feedback about program operations and enhancements to mentors.

·Creates and prepares reports for Vice Chair of Promotions and Reappointments and Chair of Ophthalmology.

Remarks and Presentations

·Writes remarks and develops PowerPoint slides for departmental meetings (such as Executive Committee, Faculty Retreat, Annual Meeting and Alumni Reunion) for the Vice Chair for Ophthalmology Promotions and Reappointments

Other Duties

·In partnership with the Director of Ophthalmology Administration, maintains records regarding departmental appointments and assignments, including titles, etc.

·Manages and staffs the HMS Chief's Vice Chair and Executive Committee meetings, including scheduling meetings, creating agendas, disseminating materials, and drafting minutes of committee discussions.

·An expert in the HMS CV format, provides guidance to faculty and helps them craft compelling narrative reports that showcase their accomplishments

·Leverage their expertise on other correspondence and related materials as needed

·Performs other duties as assigned

Qualifications

REQUIREMENTS

Bachelor's degree (scientific and/or communications background preferred) Minimum 4 years' experience preferred. Proficient working knowledge of MS Office Suite Excellent communication skills, with a clear and compelling writing style Attention to deadlines and ability to handle competing priorities Critical thinking and strong initiative Professional demeanor and ability to work with highly confidential information are fundamental

PREFERRED SKILLS

Experience in academic medicine strongly preferred Masters' level or equivalent education preferred Ability to evaluate, analyze, and synthesize scientific data is a plus Ability to work to accurately understand the perspectives of stakeholders and program participants  Ability to build strong intra-and-extra entity partnerships

WORKING CONDITIONS:

Hybrid - Remote

PHYSICAL REQUIREMENTS:

No specific requirements beyond routine office work. 

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