Periodontics Department and Academic Manager - Penn Dental Medicine

University of Pennsylvania

101d • $57,500 - $60,600

About The Position

As Periodontics Department and Academic Manager, independently manage coordination of faculty onboarding and administration, which includes part-time, full-time and associated statuses. Serve as Periodontics departmental liaison with faculty, staff, students, and other University of Pennsylvania office personnel and external clientele. Schedule meetings and events and participate in meetings as required. Prepare correspondence, reports, etc., for the Department Chair, Postdoc and Pre-doctoral directors, and other faculty as needed. Manage complex calendar management and scheduling for the Department Chair, Program Directors and other faculty as needed. Oversee departmental academic activities including Pre and Post Doc education, and financial activities, including purchasing, reimbursement, memberships, monitoring expenses, processing, and payment follow-up. Prepare appropriate paperwork and scheduling for all faculty actions, including appointments, reappointments, promotions, and departmental staffing searches.

Requirements

• Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required.
• Previous budgeting and forecasting experience.
• Ability to multi-task.
• Strong accounting skills and knowledge of Penn's financial systems a plus.
• Previous experience with academic management systems including Canvas®, ExamSoft®, Axium®, and Course@Penn is strongly preferred.

Responsibilities

• Maintain academic calendar for Department.
• Coordinate & schedule interviews with department program applicants.
• Manage interviews & provide administrative support.
• Coordinate & organize orientation for incoming postdoctoral and predoctoral students, fellows & scholars.
• Utilize patient/academic management portal to input data, maintain records, and generate reports.
• Serve as Periodontics department liaison with faculty, staff, students & various Penn stakeholders.
• Independently manage the coordination of faculty onboarding & administration.
• Schedule meetings & events in collaboration with PDM teams.
• Prepare correspondence, reports, etc. & manage calendar for Dept. Chair & Program Dir.
• Oversee dept. financial projects - purchasing, reimbursement, memberships, monitoring expenses, processing & payment.
• Process H-1B & J-1 Visa applications for international faculty & visiting scholars.
• Develop reports, track trends and metrics for Periodontics programs & associated projects.
• Communicate with students requiring enrichment or advancement plans.
• Organize meetings between students, residents, and the Program Director to discuss academic matters and progress.
• Manage Periodontics Externship Program.
• Prepare, distribute and process student and faculty evaluations on a bi-annual basis.
• Work closely with the Program Director to ensure the integrity and seamless progression of the educational program for predoctoral students.
• Manage and arrange the schedule for the predoctoral and postdoctoral didactic and clinical courses.
• Support the Predoctoral Program Director in managing didactic courses.
• Prepare bi-annual program progress reports and letters for residents and dental students.
• Track the progress of residents/dental students on academic probation.
• Prepare transfer letters, letters of good standing, & letters of completion for postdoctoral residents.
• Collaborate with the Clinic Manager to coordinate resident schedules for clinical assignments.
• Manage the rotation experience for our predoctoral students.
• Ensure accurate attendance tracking and updating for periodontal rotations.
• Regularly update the predoctoral teaching schedule for residents, faculty, and dental hygienists.
• Schedule postdoctoral and predoctoral guest lectures.
• Independently plan logistics for Tri-School Symposium and Periodontics Graduation annually.

Benefits

• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
• Tuition assistance for employees, spouses, and dependent children.
• Generous retirement plans including Basic, Matching, and Supplemental retirement plans.
• Substantial time away from work for personal needs.
• Long-term care insurance for faculty and staff.
• Wellness and work-life resources.
• Professional and personal development resources.
• Access to University resources and cultural activities.
• Discounts and special services for faculty and staff.
• Flexible work options.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees