Credentialing Coordinator, Sr.

Boston, MA, United States

Job Description - Credentialing Coordinator, Sr. (3287059)

The Senior Credentialing Coordinator is responsible for maintaining the various departmental appointment, credentialing, and faculty search committee activities for Neurosurgery, including MGH staff appointments and reappointments and the HMS appointment, reappointment, and promotion process. The incumbent will work collaboratively with Division Chiefs and coordinators within MGH and other MGB affiliates. This individual acts as the department liaison to the Office for Global Professionals and Scholars (GPS) processing visa requests and extensions. This position is also responsible for the MGH and HMS appointments for the fellowship programs throughout the department.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Relevant activities include, but are not limited to the following:

Responsible for the organization and submission of academic appointments and promotions to Harvard Medical School for Clinical and Research professional staff. Process reappointments for all appointed staff and submit termination requests as needed.

Maintain electronic database to track status and issues at key milestones throughout the appointment and promotion process, providing regular updates to the Chief, Vice Chair for Academic Affairs and Senior Administrative Director.

Coordinate the credentialing process for all appointments and promotions for physicians, fellows, advanced practice practitioners (APPs), and non-clinical faculty and research fellows to ensure timely electronic submission to the MGB Central Credentialing Office (CCO).

Work collaboratively with the Chief to facilitate and coordinate all steps of the HMS guided search committee process whenever the need arises. Responsible for ensuring that all organizational components, documentation, and correspondence are managed in a timely and efficient manner. Coordinate with various internal and external parties, including search committee members, candidates, and the Office for Faculty Affairs at HMS.

Responsible for all aspects of the onboarding process for new clinical and research faculty. Available as the general point of contact within the department to ensure a smooth transition to MGH. Maintain and update relevant onboarding checklists, documents, and requisite forms.

Maintain faculty CV’s, bio-sketches, and other supporting records for departmental files.

Coordinate and track the process for all non-employees (both clinical and research) for the department following HR protocol and guidelines, including educational observership requests. Submit extensions, terminations, and EPIC requests for non-employees.

Collaborate with departmental faculty and principal investigators, along with the Office for Global Professionals and Scholars (GPS) to process the appropriate visas and visa extensions for international researchers.

Coordinate and facilitate credentialing and licensing for the MGH TeleNeurosurgery program, which includes multiple New England area hospitals.

Coordinate out-of-state licensure for clinical faculty.

Complete the preparation and processing of check request forms for payment of invoices and reimbursements for travel and other out-of-pocket expenses.

Participates in special projects for the Chief or Senior Administrative Director and sees them to completion.

Performs other duties and assignments as needed.

SKILLS & COMPETENCIES REQUIRED:

Advanced knowledge of academic appointment, promotion and credentialing processes and a high level of skill in coordinating and providing administrative support for these services

Very knowledgeable regarding HMS and MGH faculty related protocols and experienced in working with associated academic administrative matters

Understanding of onboarding procedures for local and international staff and ability to work with appropriate personnel to facilitate activities

High level of administrative skills to effectively coordinate and complete assigned responsibilities, including the ability to follow established protocols and instructions

Excellent organizational skills

Ability to coordinate multiple assignments simultaneously, set priorities, work independently with limited supervision to resolve issues with minimal direction/oversight

Proficiency in Microsoft Office applications, including accurate maintenance of applicable databases

Excellent writing / editing skills and facile with online research

Strong interpersonal and communication skills along with strong collaboration

Attention to detail and the ability to multi-task

Ability to identify, make recommendations for and resolve administrative and process problems

Strong customer service orientation and the ability to interact with diverse groups

A proven track record of exercising good judgment and handling constantly changing priorities in a positive, professional environment

EDUCATION:

Minimum of high school diploma, GED or equivalent

Bachelor’s Degree preferred

EXPERIENCE:

Minimum of 5 years of academic appointment, credentialing or equivalent administrative work experience that is directly related to academic appointment and credentialing required, preferably in a hospital setting.

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