Coordinator B/C

University of Pennsylvania Perelman School of Medicine•Philadelphia, PA

15h•$55,962 - $80,000•Onsite

About The Position

The University of Pennsylvania, a world-renowned leader in education and research, is seeking a Coordinator B/C to manage and administer the Department of Medicine faculty academic appointments, reappointments, and promotions process. This role ensures adherence to guidelines set by the University of Pennsylvania and the Perelman School of Medicine Office of Academic Affairs, maintaining policy compliance, document accuracy, and timely processing. The position offers a unique working environment within a historic, Ivy League university located in Philadelphia, with access to extensive educational, cultural, and recreational activities. Penn provides a competitive benefits package, including comprehensive healthcare, tuition benefits, generous retirement plans, professional development opportunities, and wellness programs.

Requirements

Bachelor of Arts, Bachelor of Science, Bachelor of Fine Arts, and 2 to 3 years of experience or equivalent combination of education and experience is required for Coordinator B.
Bachelor of Arts, Bachelor of Science, Bachelor of Fine Arts, and 3-5 years of experience or equivalent combination of education and experience is required for Coordinator C.

Responsibilities

Supports divisional faculty coordinators in all aspects of the appointment, reappointment, and promotion processes for Cardiology, Endocrinology, Gastroenterology, General Internal Medicine, Geriatrics, Hematology/Oncology, Hospital Medicine, Infectious Diseases, Pulmonary, Renal, Rheumatology, Sleep Medicine, and Translational Medicine & Human Genetics divisions.
Research, preparation and vetting of extramural consultants as well as solicitation of peer references for promotion and senior rank appointments of full-time faculty.
Works in conjunction with the Director and Associate Director with preparation of the monthly DOM COAP meetings. Responsible for assembling dossier packets and setting up BOX files for committee members.
Conducts preliminary review of Faculty Searches ensuring selected applicants have applied to appropriate advertisements and that applicants who were not selected have appropriate notations.
Responsible for orienting/training, coaching new faculty coordinators within the DOM on the various Faculty Affairs processes.
Responsible for managing academic appointment verification request as received in the DOM. This may entail working with divisions to acquire sign-offs from appropriate individuals.
Responsible for request for access to FADS, FEDS, SharePoint, and e-RTR for onboarding of Faculty Coordinators, Division Administrators, Associate Directors, and other administrative staff as appropriate.
Responsible for coordinating secondary appointments, reappointments, and promotions with other PSOM Departments. Serves as liaison to PSOM Office of Academic Affairs.
Support the central departmental faculty Affairs processes. This includes support routing, review and communication in response to appointment/reappointment and promotion documents with divisional faculty coordinators, administrators, division chiefs and faculty candidates. Maintain close and frequent interaction with the DOM Division Coordinators. Responsible for the final production of essential academic documents through the assembly of appointment, reappointment, and promotion dossiers; tracks progress throughout the University review process.
The Coordinator C candidate will have more experience and will be our primary Coordinator in terms of following up with requests from the Coordinators within the Office of Academic Affairs.
Will serve as lead reviewer of search documentation for the Department ensuring that University Faculty Search guidelines are adhered to throughout the appointment process inclusive of monitoring placement of advertisements in print and/or online journals and review of rationale for candidates who were not selected.
Will work directly with faculty coordinators in the management of faculty position advertisements within Interfolio.
Will serve as interface for faculty onboarding process specifically in managing teaching onboarding requirements for new faculty ensuring completion of teaching modules ahead of initial reappointments. Will also be responsible for faculty reporting in an effort to maintain needed support for volume of faculty affairs.
Will assist with setting up BOX files for committee members.
Perform additional duties as assigned.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts for eligible health care and dependent care expenses
Tuition assistance for employees, spouses, and dependent children at Penn and potentially other institutions
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options and investment choices through TIAA and Vanguard
Substantial time away from work for relaxation, vacation, personal affairs, illness, injury, or family time
Long-Term Care Insurance partnership with Genworth Financial
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources, cultural and recreational activities (libraries, athletic facilities, arboretum, art galleries)
Discounts and special services on arts and entertainment, transportation, mortgages, goods, and services
Flexible work options including non-traditional work hours, locations, and job structures
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance reimbursement for qualified expenses