Faculty Affairs Coordinator

Faculty Affairs Coordinator

The Faculty Affairs Coordinator for the Department of Dermatology reports to the Associate Director of Administration and Academic Affairs, and works in partnership with the Departmental Vice Chair of Faculty Affairs and the Chair of the Departmental COAP Committee, the Department Chair, the Chief Operating Officer, as well as Senior Administrative Leadership.

The Faculty Affairs Coordinator will serve as a trusted resource to provide guidance on UPENN and PSOM policies and processes related to faculty employment and career progression to the department Chair, COO, Departmental COAP Chair, Education Officer, and Vice Chairs. They will work closely with faculty across the Department to guide them through appointment, re-appointment, and promotion processes and will ensure compliancy and accuracy in all aspects of faculty affairs. The Faculty Coordinator will act in a lead capacity as a project manager, demonstrating analytic/problem solving skills and the ability to manage non-standardized, widely varied work. This position also serves as the primary administrative resource for faculty development and retention activities, including but not limited to administrative appointments and renewals, awards, and endowed chairs. The Faculty Coordinator will prepare and provide documentation in the management of all initiatives related to the Departmental Committee on Appointments and Promotions (COAP). This position will work closely with the Office of Medical Affairs (OMA) to ensure timely adherence to all deadlines related to the initial credentialing, reappointment, termination, Child Protective Services Law Clearances, and Focused Peer Professional Evaluations (FPPE) for all clinical appointments.

Job Responsibilities

• Draft and coordinate the processing of all Faculty Appointment, Re-Appointment, and Promotion documents.
• Chair Recommendation Letters, Academic Plans, Educational Database (EDB) documents, Peer Reviews, Extramural and Intramural Consultant lists and letters, etc.
• Monitor and ensure the processing of all documents are completed and submitted to the appropriate stakeholders in compliance with all stated deadlines.
• Monitor and advise timelines related to Departmental Endowed Chair Appointments and Renewals
• Securely maintain all current and historical files related to faculty with confidentiality.
• Serves as primary point of contact with associated and affiliated faculty
• Initiates Departmental COAP processes and adheres to the principles and requirements contained in the faculty handbook, and in conjunction with the expectations of the Perelman School of Medicine, Faculty Affairs and Professional Development, the Office of Affirmative Action and the Office of Medical Affairs.
• Partners with the Vice Chair of Faculty Affairs to prepare for and participate in regular meetings to discuss Faculty Affairs related activities with the Chair and the COO.
• Responsible for drafting and coordination of the review process for chair recommendation/summary documents and academic plans, as well as other FAPD related documents.
• Provides guidance to faculty members regarding the requirements for appointments, reappointment, promotion, scholarly leave and other administrative aspects of faculty affairs.
• Monitor and assist faculty to meet compliance and training requirements
• Medical Licenses, DEA Licenses, vaccines, billing, CPSL, etc.
• Prepare faculty related reports, including faculty headcount projections, as required by the Department, the Perelman School of Medicine, the University of Pennsylvania, and any other entities as appropriate.
• Provide back-up support to Departmental Coordinator, Program
• Serve as a support/back up to all faculty recruiting and onboarding initiatives
• Attend all University and Health System meetings and training related to job duties (i.e. monthly FAPD, OMA)
• Other duties and responsibilities as assigned

Qualifications

• 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.