Faculty/Program Coordinator - Philadelphia, United States - University of Pennsylvania

Description

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey.

Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning.

As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia.

The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities.

With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Faculty/Program Coordinator (Division of Sleep Medicine)

Job Profile Title

Coordinator, Program

Job Description Summary

This position will serve as the faculty affairs & credentialing coordinator for the Sleep Division. Responsibilities include recruitment of all new faculty, credentialing and onboarding; reappointments and promotions of current faculty.

This role will also provide a broad range of complex and high level administrative support to the Chief, working with the senior leadership team on a wide range of projects and initiatives.

The position entails handling confidential information and proactively managing the day-to-day activities of the Division Chief's office, and other administrative projects as required.

Job Description

Job Responsibilities

Faculty Affairs

• Responsible for all aspects of faculty appointments, reappointments, promotions and terminations within the Sleep Division.
• Coordinate the recruitment of new faculty. This includes scheduling and coordination of search committee meetings, arranging lodging for all candidates, scheduling and coordinating faculty visits. Maintain tracking spreadsheet to ensure all are up-to-date and search committee is informed.
• Coordinate the faculty appointment process for all new faculty including but not limited to posting of jobs description in reputable journals, complete national and limited search requirements, complete academic appointment dossier and AA form for candidate, mail offer letters, coordinate faculty onboarding, and create new online profiles for new faculty, and arrange for headshots.
• Coordinate credentialing and malpractice processes for all clinical faculty.
• Coordinate reappointment and promotion process for all existing faculty. This includes timely preparation of all required dossier materials for the DOM, tracking all upcoming reappointments, and working with Chief to determine upcoming promotions. Process all reductions in duties and extensions for faculty.
• Liaise with Division Administrator to submit eRTR's for new faculty appointments.

Division Chief's Office

• Maintain Division Chief's calendar & schedule, draft routine correspondence.
• Handle travel arrangements and expense reimbursements for the Chief.
• Prepare manuscripts and slides for scientific presentations.
• Handle and resolve issues effectively & efficiently. Exercise discretion when working with confidential materials, including salaries and budgets.
• Serve as the primary liaison for the Chief's office.
• Prepare sleep reports for review.
• Assist with administrative responsibilities of ASPIRE fellowship, including website maintenance. Maintain databases such as current listing of all faculty, associated faculty, staff and fellows.
• Schedule mentorship & review meetings for faculty.
• Coordinate Committee & Sleep Division Faculty/Staff meetings; prepare minutes.
• Supervise Administrative Coordinator.

Other Duties

• Organize Seminars & Scientific symposiums during the course of the year.
• Handle international collaborative arrangements.
• Handle travel arrangements, dining & other reimbursements for National/ International speakers & submit to Business Office.
• Plan all aspects of special events including communication of such events.
• Make all arrangements such as travel, securing venue, catering, audio-visual equipment, etc.
• Prepare Agendas & Posters for events, including graphic design.
• Obtain cost estimates from vendors & chose best pricing without compromising quality.
• Work with the Chief and Division Administrator to complete assignments related to the annual budget.
• Serve as primary liaison for the Division's faculty/staff, Chair's office, senior administrators of the Health System and the University, Chairman, Director and faculty from other departments. Serve as a resource to faculty and staff within the Division. Interface with internal & external professionals regarding departmental policy & procedure.
• Manage and maintain filing systems for pertinent records and reports.
• Work on independent projects as assigned.
• Report known or suspected irregularities to supervisor.
• Perform other similar and related duties as required.

Qualifications

• Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience is required.
• Bachelor's Degree and 5 years of experience or equivalent/high level executive assistant experience is preferred.
• Excellent oral and written communication skills and ability to deal effectively with diverse constituencies.
• Ability to assess needs of Senior Administration, faculty & Staff as well as high level executives and respond accordingly.
• Exceptional interpersonal skills and attention to detail required.
• Ability to handle confidential materials, must exercise extreme discretion as job involves exposure to confidential & sensitive matters.
• Ability to meet deadlines, independently complete assignments, and work with minimal supervision
• Advanced computer skills required (experience with Windows-based personal computers preferred, must be proficient with Word processing software and other applications such as Excel, and PowerPoint).

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$ $27.40 Hourly Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition :

Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement:

Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work:

Penn provides you with a substantial amount of time away from work during the course of the year.

This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.

• Long-Term Care Insurance:

In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility.

If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements.

Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development:

Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources:

As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities.

Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries.

There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples.

As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.

• Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
• Flexible Work Hours:

Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services:

Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance:

Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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The University of Pennsylvania's special character is reflected in the diversity of the Penn community.

We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status.

Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service.

The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.