Associate Director of Faculty Affairs, Penn Dental Medicine

Job description

Job location: Penn Dental at Schattner Center

Employment Type: Full-time
Posted data: 2021-04-06
Req: JR00030701
University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Associate Director of Faculty Affairs, Penn Dental Medicine

Job Profile Title

Associate Director B

Job Description Summary

Penn Dental Medicine’s Associate Director of Faculty Affairs oversees and administers the recruitment, selection and hiring processes for PDM faculty, specifically leading and ensuring compliance in regulatory, accreditation and record management. This position supports the initiatives of and works closely with the Director of Faculty Affairs, Department Chairs and Executive Support; overseeing annual processes and coordination of special projects.

At Penn Dental Medicine, our students are among the nation’s best, and they are matched in quality by the high level of instruction and research among our faculty. Our research encompasses all the basic and clinical sciences, and Penn’s emphasis on interdisciplinary scholarship encourages collaborations across disciplines. Our clinical care brings the latest techniques and technologies to patients within our teaching clinics and faculty practice. As stewards of the neighborhood in which we reside, Penn Dental Medicine participates in a diversity of community outreach programs, serving area residents while teaching our students to practice with compassion and responsibility.

Job Description

Oversight of Faculty Onboarding & Off-boarding

  • Point of contact for Department Chairs and administrators related to faculty onboarding and off-boarding
  • Oversees offer letter development and tracking system for outstanding offers; ensures close follow-up and resolution.
  • Finalizes contract adjustments and renewals, ensures proper and timely processing with PDM Fiscal Operations
  • Maintains and updates the PDM faculty database, faculty personnel files, and faculty listings on our website
  • With the CFO and Director of Faculty Affairs, annually reviews faculty contracts and salary agreements to ensure internal and external equity management.
  • Participates in the orientation needs of new full-time teaching faculty in collaboration with the Director of Faculty Affairs and hiring department.
  • Ensures new hires are informed and in compliance with University and School of Dental Medicine administrative policies and procedures; maintains knowledge of relevant University policies and procedures.
  • Collaborates with University, PDM Human Resources and Director of Faculty Affairs for advice on faculty benefits and personnel issues.
  • Manages the clerical duties associated with faculty appointments, reappointments and promotion processes.
  • Works with department administrators to ensure timely completion of onboarding duties for part-time faculty
  • Prepare and finalize draft dossiers with Department Chairs and present to Director of Faculty Affairs for final review and approval
  • Create agendas and schedule faculty school personnel committee meetings for both FT and PT faculty actions

Administer processes for Annual Faculty Extramural Activity Reporting & Self Evaluation

  • With the Director of Faculty Affairs, prepare, update and launch both the annual extramural activity reporting survey and the annual faculty self- evaluation process, including building timelines and communications related to each processes
  • Track compliance of faculty and correspond updates to the department chairs
  • Prepare reports for the Dean, the Director of Faculty Affairs and other senior leadership involved in the conflict of interest review process as needed.
  • Maintain knowledge on university extramural and COI guidelines and policies
  • With the Director of Faculty Affairs, prepare salary spreadsheets for departments and finalize annual merit increase data and reports in collaboration with Fiscal Operations.
  • Manage all record retention related to each process

Facilitate the faculty governance process; prepare reports.

  • With the Director of Faculty Affairs, develop Faculty Senate agenda; provide support to the Senate Chair and Senate Secretary; organize presentations for Senate meetings; ensure room reservations/IT setup and dinner/lunch orders are secured; and conduct follow-up.
  • Manage all faculty email distribution lists and the Faculty Senate intranet collaboration sites.
  • Prepares final draft documents related to new or updated policies related to faculty governance; by-laws, mentoring guidelines, appointment and promotions guidelines, etc.
  • Schedule yearly Faculty Senate Meeting and ensure committee membership and documentation is up-to-date.

Accreditation, Special Projects, and Procedure Management

  • Supports the Director of Faculty Affairs during special projects, related to faculty affairs or accreditation, requested by the Dean or senior leadership.
  • Prepares reports and compiles documentation related to accreditation.
  • Prepares monthly report for the National Practitioner Data Bank and communicates any faculty violations or concerns to the Director of Faculty Affairs
  • Communicates faculty related procedures to department administrators to ensure the workgroup maintains a shared knowledge base of faculty affairs processes.
  • Oversees current Intranet content and faculty website directory.
  • Builds and maintains effective professional relationships with internal and external constituents.
  • Responds to emerging needs and develops and refines current systems and procedures.
  • Provides a high level of customer service and solution driven problem solving as needed.

Perform additional duties as assigned.

Anticipated salary range for this role is 45K-55K.

Bachelor's Degree and 2-3 years of experience or equivalent combination of education and experience required. Preference will be given to candidates with 3-5 years experience in faculty affairs. Proficiency in Workday, SmartSheet, Interfolio, or comparable systems preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Dental Medicine

Pay Range

$42,953.00 - $77,315.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check 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 from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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Job No:
Posted: 4/7/2021
Application Due: 6/6/2021
Work Type: Full Time