Coordinator B/C

Job Description Summary

The incumbent will manage, administer and coordinate the Department of Medicine faculty academic appointments, reappointments, and promotions process, based on guidelines established by the University of Pennsylvania and the Perelman School of Medicine Office of Academic Affairs, ensuring that all policies and procedures are followed, all documents are complete and accurate, and timelines are adhered to.

Job Description

Job 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.

Coordinator B:

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.

Coordinator C:

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.

Research, preparation and vetting of extramural consultants as well as solicitation of peer references for promotion and senior rank appointments of full-time faculty.

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.

Works in conjunction with the Director and Associate Director with the preparation of monthly DOM COAP meetings. Responsible for assembling dossier packets and will assist with setting up BOX files for committee members.

Responsible for orienting/training, coaching new faculty coordinators within the DOM on the various Faculty Affairs processes.

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. Maintains 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.

Responsible for coordinating secondary appointments, reappointments, and promotions with other PSOM Departments. Serves as liaison to PSOM Office of Academic Affairs.

Both roles will perform additional duties as assigned

Qualifications

• Coordinator B: 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.

• Coordinator C: 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.

• Job Location - City, State

• Philadelphia, Pennsylvania

• Department / School

• Perelman School of Medicine

• Pay Range

• $55,962.00 - $80,000.00 Annual 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, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

• Equal Opportunity Statement

• The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

• Special Requirements

• Background checks may be 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 fr