Coordinator B/C

University of Pennsylvania Perelman School of Medicine•Philadelphia, PA

1d•$55,962 - $80,000

About The Position

The Coordinator B/C manages, administers, and coordinates Department of Medicine faculty academic appointments, reappointments, and promotions in accordance with University of Pennsylvania and Perelman School of Medicine Office of Academic Affairs guidelines. The role ensures policies and procedures are followed, documents are complete and accurate, and timelines are met. It supports faculty coordinators across multiple Department of Medicine divisions and contributes to the department’s central faculty affairs processes. Coordinator B responsibilities include researching and vetting extramural consultants and soliciting peer references for promotion and senior-rank appointments; preparing monthly DOM COAP meetings and assembling dossier packets; reviewing faculty searches; training and coaching faculty coordinators; managing academic appointment verification and access requests; coordinating secondary appointments, reappointments, and promotions with other PSOM departments; and routing, reviewing, communicating about, assembling, and tracking faculty academic documents and dossiers. Coordinator C is a more experienced role and serves as the primary contact for requests from Coordinators within the Office of Academic Affairs. In addition to many shared responsibilities, the Coordinator C leads reviews of search documentation for compliance with University faculty search guidelines, monitors advertisement placement and the rationale for non-selected candidates, and works with faculty coordinators to manage position advertisements in Interfolio. The role also coordinates teaching onboarding requirements for new faculty and supports faculty reporting. Both roles perform additional duties as assigned.

Requirements

Coordinator B: Bachelor of Arts, Bachelor of Science, or Bachelor of Fine Arts, and 2 to 3 years of experience, or an equivalent combination of education and experience.
Coordinator C: Bachelor of Arts, Bachelor of Science, or Bachelor of Fine Arts, and 3 to 5 years of experience, or an equivalent combination of education and experience.

Responsibilities

Support divisional faculty coordinators with appointment, reappointment, and promotion processes across the listed Department of Medicine divisions.
Research, prepare, and vet extramural consultants and solicit peer references for promotion and senior-rank appointments of full-time faculty.
Prepare monthly DOM COAP meetings with the Director and Associate Director, assemble dossier packets, and set up or assist with setting up BOX files for committee members.
Review faculty search documentation and processes; for Coordinator C, lead the review and monitor compliance with University faculty search guidelines, advertisement placement, and documentation of non-selected candidates.
For Coordinator C, work with faculty coordinators to manage faculty position advertisements in Interfolio.
Orient, train, and coach new Department of Medicine faculty coordinators on Faculty Affairs processes.
Manage academic appointment verification requests, including obtaining required sign-offs from divisions.
Coordinate access requests for FADS, FEDS, SharePoint, and e-RTR for faculty coordinators, division administrators, associate directors, and other administrative staff as appropriate.
Coordinate secondary appointments, reappointments, and promotions with other PSOM departments and serve as liaison to the PSOM Office of Academic Affairs.
Route, review, and communicate about appointment, reappointment, and promotion documents with divisional coordinators, administrators, division chiefs, and faculty candidates.
Assemble appointment, reappointment, and promotion dossiers; produce essential academic documents and track their progress through University review.
For Coordinator C, manage teaching onboarding requirements for new faculty and ensure teaching modules are completed ahead of initial reappointments.
For Coordinator C, support faculty reporting.
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, including dependent-child assistance at other institutions.
Basic, matching, and supplemental retirement plans, with pre-tax or Roth savings options.
Substantial time away from work during the year.
Long-term care insurance options for eligible employees and family members.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, libraries, athletic facilities, cultural activities, and recreational activities.
Employee discounts on arts, entertainment, transportation, mortgages, goods, and services.
Flexible work options and hours.
Forgivable home ownership loan for eligible employees in connection with buying a home or residing in West Philadelphia.
Adoption expense reimbursement for eligible employees, for up to two adoptions in a household.