Manages faculty data in Banner and FCA Filemaker Database. Administers the processes and procedures regarding the needs of multiple groups and individuals throughout the School of Medicine, including the Dean, Associate Deans, Chairs, Faculty, Residents, Administrative Staff, Hospital affiliates as well as the Business Office, IT, HR, and CME community. Manages and coordinates faculty meetings, elections, faculty and resident databases, coordinates faculty development, resident workshops, graduation, graduate medical education meetings and events. Monitors and authorizes financial transactions and budgets for FCA, GME, Chair travel, and BSOM Fee Remissions. Develops learning management options. Day to day office management. Prioritizes, multi tasks, properly analyzes situations, acts and thinks critically with minimal supervision and direction in a professional manner.
Two years post-secondary education and two years of advanced administrative work OR a bachelor’s degree and six months – 1 year of advanced administrative work experience. Strong communication skills, both written and verbal. Ability to support and discern policies/procedures while maintaining positive relationships with faculty, healthcare partners and colleagues.
Experience with medical education, graduate medical education and/or continuing medical education preferred.
Essential Functions and percent of time::
45% – Coordinates processes and procedures in the Faculty Clinical Affairs (FCA) Office, including oversight of meetings, including Faculty Meetings, and Bylaws Meeting. Initiates faculty appointments, promotions, emeritus status, continuances and the on-boarding process of faculty, providing BSOM Executive Committee with Faculty Appointments. Expedites hiring processes, and creates offer letters. Ensures proper documentation and retention is followed. Oversees Wright State Physician's dual appointments. Ensures the integrity of Faculty records in multiple databases, including Banner, generating reports, certificates, letters, and verifications. Establishes protocols to ensure the safety and security of personnel data and fosters responsibility towards accuracy and timeliness. Constructs faculty action items and agendas for the BSOM Executive Committee. Supervises the origination and importation of new resident data in Banner Admin and the establishment of transfers to Filemaker Pro database. Authenticates and establishes new WSU accounts for institutional and voluntary faculty, residents and affiliated administrative staff. Manages the procurement of GME agreements and the development of specialty faculty appointments for BSOM residents. Guides the process of generating graduating resident materials and completion of their faculty appointments. Develops Online Learning Management Systems to offer educational material for faculty and residents. Supervises student employee(s) to maximize workflow in FCA and GME.
45% – Supports creation of CME activities; serves as principle advisor to the CME director and works with the CME Committee and other university personnel. Manages CME accreditation status, internal review and mandatory records retention program; prepares annual report to accreditation body. Maintains relationships with existing program faculty and community coordinators. Maintains CME database; acts as primary expert for the university on CME requirements; develops and implements new marketing strategies that generate revenue. Initializes and tracks financial information for CME accounts; reviews CME submissions for accuracy; interacts with pharmaceutical companies for exhibitor fees and grants; prepares fiscal statements for internal and external agencies; monitors payment of honoraria, materials, supplies, etc. for CME activities. Maintains and develops CME online activities; updates website content ensuring that content remains consistent; implements design changes to website; maintains online calendar; implements university online educational tools such as Pilot. Other duties as assigned.
10% – Develops and monitors budgets for the department of FCA and GME. Authorizes and manages billings, procard payments, journal entries, bill payments and reconciliations for BSOM departments, affiliated hospitals, and clinical departments to ensure revenue and expenses are properly appropriated and ensuring sound financial management while augmenting fiscal control techniques. Oversees, and authorizes BSOM institutional faculty fee remissions. Collaborates with BSOM business office, WSU Accounts Payable, Wright State Physicians, RSP, and utilizes Wright Buy, Banner Finance, Chrome River, and Non-Student Invoicing.
Remote and in-person office environment.
Wright State University, an equal opportunity/affirmative action employer, is committed to an inclusive environment and strongly encourages applications from minorities, females, veterans and individuals with disabilities.
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Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.
Wright State University serves nearly 18,000 students and offers more than 230 undergraduate, graduate, doctoral, and professional degree programs through eight colleges and three schools. Located in the city of Fairborn in Greene County, Ohio, Wright State is conveniently situated adjacent to Wright-Patterson Air Force Base and is less than 10 miles from downtown Dayton. One of our eight colleges, Wright State University–Lake Campus, is a university-operated regional campus on the shores of Grand Lake St. Marys in Celina, Ohio. The Wright State alumni community is more than 109,000 strong. For more information please visit www.wright.edu.