Coordinator, Administrative Program

Job Summary

The Administrative Program Coordinator will support the faculty appointment, review, and advancement (FARA) process for the Spencer Fox Eccles School of Medicine within the Office for Faculty. The Coordinator will be the FARA service representative for a selected number of departments. They will serve as the point person over these processes and will be responsible for coordinating and tracking all program functions related to the FARA process.

The Coordinator must possess advanced analytical and comprehension skills, as well as exceptional interpersonal and communication skills. The Coordinator works collaboratively with Spencer Fox Eccles School of Medicine departments, and divisions and must demonstrate the ability to work effectively in a team environment. Effective team skills include the ability to clearly communicate department's questions and issues to the group and participate in determining optional solutions. Coordinator must be able to professionally convey information via phone, email, and in person.

Expectations:

• Capable of explaining issues in a concise manner to staff and faculty.
• Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with senior administration, faculty, and staff.
• Capable of coordinating efforts and collaborate with a variety of individuals having conflicting agendas.
• Able to establish priorities and manage multiple activities to meet office, health sciences, and university deadlines.
• Perform effectively under conditions of fluctuating workload with frequent workload changes and competing demands.
• Able to complete assignments with attention to detail and a high degree of accuracy.
• Develop detailed knowledge of all policies related to faculty appointment and actions.
• Think through the consequences of a decision prior to making it. Ability to determine appropriate involvement to team and senior administration.
• Capable of determining appropriate team involvement use of resources when answers to a problem are not readily apparent in vague circumstances.
• Make appropriate decisions following standard office policies and past precedents.
• Ability to identify and continually improve processes by identifying potentially more effective methods of operations.

Plans and implements activities of a program within a department, ensuring goals and objectives are in accordance with established criteria. Interprets program policies and advises program participants on the application of regulations.

Responsibilities

Job responsibilities will include, but are not limited to:

• Training department coordinators, overseeing day-to-day activities involved with implementing, monitoring, and troubleshooting problems with departments, preparing the Dean, Executive Vice President of Health Sciences, and President Letters for candidates and ensuring the faculty files are in accordance with established criteria.
• Ensuring all processes are performed in accordance with established criteria and interpret policies and advise faculty and departments on the application of institutional regulations.
• Function as representative and advisor of the FARA process. Makes decisions and advises department faculty, administration, and coordinators. Must be familiar and knowledgeable about all FARA policies and guidelines and interpret these guidelines to departments and faculty members. Stay current with all standard FARA requirements/guidelines on a continuing basis to help faculty manage their career trajectory. Involves checking all educational regulatory and compliance guidelines and knowing when necessary to seek further advice from the Director, Vice Dean, and Associate Vice President.
• Oversees daily program operations and coordinates program activities. Develops and implements program goals and objectives. Must be able to make quick decisions while working under very tight deadlines where accuracy and details are vital. Reviewing multiple FARA letters and files, many that occur simultaneously and run under very intense time frames and being available to make on the spot decisions to ensure the processes are executed effectively and efficiently.
• Monitors program quality, effectiveness, and researches improvement methods. Advises staff and faculty regarding program policies, goals and related technical issues. Writes and edits program related materials for trainings, workshops, and conferences.
• Work with the other FARA Coordinators to organize and coordinate all FARA committee meetings to review department files, including managing the meetings, finalizing the minutes and reports for the candidate's files.
• Plan and implement activities for all program functions. This includes setting up meetings and schedules for the program faculty, establishing and maintaining tracking and reporting functions, and purchasing food and supplies for activities as needed.
• Work with other coordinators as back up for other office functions. Special projects as assigned.
• Oversees daily program operations and coordinates program activities.
• Develops and implements program goals and objectives.
• Monitors program quality and effectiveness and researches improvement methods.
• Establishes program budget; monitors and approves related expenditures and ensures budget goals are met.
• Assists with grant writing and other fundraising activities.
• Advises staff, students and others regarding program policies, goals and related technical issues.
• Prepares reports, financial statements and records on program status and progress for management and outside agencies.
• Writes and edits program related publications and promotional or educational materials.
• Oversees others who schedule meetings, seminars and other program related functions.
• May assign, direct and review work of support staff.

Minimum Qualifications

Bachelor's degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience

Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Bachelor's degree in a related field plus one year directly related experience or equivalency required (2 years related work experience may be substituted for 1 year of education). Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

• Moderate to advanced computer skills in Microsoft Outlook, Word, and Excel.
• Familiarity with Microsoft PowerPoint and the ability to learn new computer programs quickly is preferred.
• Familiar and knowledgeable about School of Medicine, Health Sciences, and University processes.
• Familiarity with Interfolio, UBox, and SharePoint.

Special Instructions

Please submit your application, resume, cover letter and list of references.

Requisition Number: PRN45016B

Full Time or Part Time? Full Time

Work Schedule Summary: Monday - Friday 8:00AM - 5:00PM, some nights and weekends.

Department: 02145 - Faculty Academic Affairs

Location: Campus

Pay Rate Range: 31600 to 50000

Close Date: 6/30/2026