Academic Record & CV Management

• Maintain and update faculty CVs in accordance with Medical School formatting requirements.
• Perform regular updates and maintenance within the Elements faculty activity reporting system.
• Assist faculty with documentation of scholarly activity, publications, presentations, and professional service.
• Coordinate collection of materials required for academic promotion and review processes. 

 Procurement Assistance 

This role will serve as the primary administrative resource for faculty procurement activities and will manage a high volume of purchasing transactions related to academic, research, and professional operations.

• Coordinate the ordering and procurement of goods and services required for faculty academic, research, and professional activities, including technology, supplies, professional materials, and other approved purchases.
• Initiate and process purchases using appropriate university procurement methods such as Marketsite+ and PCard transactions in accordance with university guidelines.
• Identify and utilize approved university strategic suppliers and contracted vendors when sourcing goods or services. 
• Monitor and track purchase orders, delivery timelines, and order fulfillment to ensure goods and services are received accurately and on schedule.
• Assist faculty and departmental leadership in navigating procurement processes and selecting the appropriate purchasing method for goods or services.
• Track procurement activity and maintain organized records for departmental purchasing transactions. 

Reimbursements & Academic Expense Coordination

• Process reimbursements related to professional development, travel, and academic activities.
• Assist faculty with reimbursement documentation and submission requirements.
• Maintain records of professional development expenditures and funding balances. 

 Professional Development & CME Administration

• Coordinate conference registrations, membership renewals, and related professional activities as requested. 

Scholarly & Research Support

• Assist clinical faculty with preparation of biosketches and academic documentation required for grants or collaborations. 

Legal, Deposition, and Subpoena Coordination

• Coordinate administrative aspects of legal inquiries involving faculty, including depositions, subpoenas, legal meeting coordination, billing for legal activities.
• Serve as liaison with institutional legal team to ensure proper documentation and scheduling
• Track legal requests and assist with billing documentation when required. 

Departmental Workflow Coordination 

• Serve as the primary administrative contact for academic workstream requests submitted through departmental intake channels.
• Collaborate with clinical administrative pod staff to ensure requests are routed appropriately between operational and academic workstreams. 

Collaboration & Communication

• Work closely with the Department Administrative Manager to monitor workload distribution and address complex or escalated requests.
• Collaborate with administrative pod staff to ensure seamless support for faculty needs.
• Participate in departmental administrative meetings and process improvement initiatives.