Senior Academic Affairs Coordinator

Children's Hospital of Philadelphia•Philadelphia, PA

1d•$69,200 - $88,200•Onsite

About The Position

The Senior Academic Affairs Coordinator provides advanced administrative and academic support and is responsible for supporting appointments, reappointments, and promotion processes. This role works closely with leadership and faculty. Additionally, the Senior Academic Affairs Coordinator supports faculty actions such as sabbaticals, reduction of duty, leaves, extensions, secondary appointments and payroll actions. The role also may involve working with finance, research administration, data analytics, program management, and clinical operations.

Requirements

High School Diploma / GED - Required
Previous lead, management or supervisory in an academic or medical environment - Required
At least five (5) years Related academic, administrative or program management experience - Required
Basic knowledge of medical terminology. (Required proficiency)
Intermediate proficiency with office software (Microsoft Office) including word processing and spreadsheet software (Word, Excel). (Required proficiency)
Excellent verbal and written communications skills. (Required proficiency)
Strong interpersonal skills. (Required proficiency)
Strong time management skills. (Required proficiency)
Strong organizational skills. (Required proficiency)
Solid project management skills. (Required proficiency)
Ability to maintain confidentiality and professionalism. (Required proficiency)
Ability to work independently with minimal supervision. (Required proficiency)
Ability to gather, analyze and make recommendations/decisions based on data. (Required proficiency)
Ability to collaborate with stakeholders at all levels. (Required proficiency)
Ability to be flexible and adaptable to change. (Required proficiency)

Nice To Haves

Bachelor's Degree - Preferred

Responsibilities

Facilitate the processing of all faculty/physician appointments, reappointments, and promotions.
Facilitate the completion of new hire packets.
Prepare correspondence related to the Department's Committee on Appointments and Promotions (COAP), including recruitment, appointments, reappointments, promotions, extensions, sabbaticals, secondary appointments, reductions in duties, leaves, and terminations.
Aid in the preparation of documents for faculty appointment, promotion, and reappointment dossiers.
Prepare documents and schedule meetings of faculty/division chiefs with COAP leadership regarding faculty development.
Prepare and compile required documents as required by each track.
Review and assist as needed with the Faculty Expertise Database System (FEDS).
Complete Faculty search forms.
Process faculty and CHOP physician employment agreements with legal advisement when necessary.
Act as the liaison for Children's Hospital to the corresponding Penn Department within the School of Medicine for faculty appointment and promotion issues.
Work with the Office of Academic Affairs or Designee to ensure the faculty appointment process runs smoothly.
Assist faculty with the preparation of their educational portfolio.
Work with leadership to draft job postings for new faculty positions, ensuring adherence to all University of Pennsylvania recruitment guidelines, including the placement of ads, letters, and the appropriate interview processes.
Complete and submit credentialing, malpractice, and enrollment forms.
Ensure adherence to all University of Pennsylvania recruitment guidelines, including the placement of ads, letters, and the appropriate interview processes.
Coordinate professional events to include CME, logistics, and finances, and other academic events.
Assist with recruiting, interviewing, and onboarding of new employees.
Maintain and distribute faculty on-call schedules and time away calendars as needed.
Educate department members on updated PSOM guidelines and procedures.
Collaborate with department divisional leaders, search committee chairs, and faculty search advisors (FSA) to facilitate completion of the faculty search process via the Interfolio faculty search database.
Collect, organize, generate, analyze, interpret, and distribute data reports to CHOP and PENN.
Assist in monthly payroll, one-time payments, moonlighting, and other compensation processes for faculty and fellows.
Prepare recruitment documentation for faculty and CHOP Physicians.
Advise faculty on University and Hospital policies/issues.
Other duties as required.