Faculty Affairs and HR Coordinator, School of Nursing

University of Pennsylvania
Claire M. Fagin Hall

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Faculty Jobs
Health & Medical, Nursing
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title

Faculty Affairs and HR Coordinator, School of Nursing

Job Profile Title

Coordinator B

Job Description Summary

Works in collaboration with the Chief People Officer, Directors and the Associate Directors to synchronize the human resource and administration functions for faculty (standing faculty, associated faculty and academic support staff), staff, temps and students by supporting various phases of the employee life cycle (attraction, recruitment, onboarding, performance, learning and development, advancement (including appointments and promotions), wellbeing, and separation) as well as the general administration and operations of the department.

Assists with the coordination of recruitment and hiring processes for faculty and staff including coordination of the faculty search process in collaboration with the Faculty Search Committee. Plans and manages the onboarding process for all new employees. Coordinates extensive appointment processes for faculty and academic support staff positions. Coordinates employee regulatory file compliance, information management and reporting. Coordinates extensive meeting materials and logistics for faculty committees in support of Director. Plans and coordinates a variety of wellness and learning and development related activities for the School. Provides general administrative support to the Department by serving as the first point of contact, managing communications, assisting with procurement and financial coordination, and completing special projects. Ensures all employees (standing faculty, associated faculty, academic support staff, staff, temps and students) receive helpful, effective and efficient service that helps them be successful in their role. Participates in opportunities for professional growth and relationship building.

Job Description

Planning and Support for Recruitment and Appointment Processes and Offboarding

  • Interface with Directors, Associate Directors, and various offices to facilitate hiring process, ensuring accuracy, efficiency and that deadlines are met.

  • Coordinate appointment processes for faculty and academic support staff positions in collaboration with key players.

  • Coordinate the faculty search process in collaboration with the Chair of the Faculty Search Committee, the Department, Chief People Officer and Director/Lead of Faculty Affairs

  • Attend Faculty Search Committee meetings and takes minutes.

  • Provide logistical support pre and post faculty recruitment visits including but not limited to coordinating with the Dean’s Office and members of DAG to schedule visits, communicating with candidates to select visit dates, preparing itineraries for faculty visitors; posting and distribution of advertisements for visits, escorting candidates to all appointments inside and outside of the School, arranging for transportation and other travel arrangements for candidates, making reservations, processing reimbursements, placing orders and send out post visit surveys.

  • Schedule interviews and greets candidates as needed

  • Assist with the hiring processes for students and temps by partnering with Associate Directors, hiring officers and Payroll process candidates in Workday.

  • Manage exit interview data by tracking themes and preparing reports for Chief People Officer

  • Track new hires, promotions, and departures and update SharePoint site with new info on a monthly basis

  • Plan retirement communications and acknowledgments

Oversight of Onboarding Process

  • Design and manages a comprehensive onboarding program for all new employees

  • Ensure all new employees complete the University onboarding process including the I-9 verification and that they get set-up to access University resources, e.g. Penn Card, benefits information, etc.

  • Partner with the hiring manager to coordinate School resources such as tech account, list serve updates, office space, database updates, training, equipment/supplies, etc.

  • Assist hiring manger with building and executing an onboarding plan by using checklists and tools

  • Facilitate the onboarding process for all new faculty hires including but not limited to collection of transcripts, licenses and certifications, general information sheet, and any other necessary new hire documentation.

  • Meet with new hires to orient to them to the School by sharing information such are structure, mission, vision and strategic goals; key policies and procedures, benefits, wellbeing program, learning and development opportunities, etc., and respond to questions.

  • Advise employees on HR policy and processes such as time and leave policies, general benefits questions, tuition, perks of Penn, performance review process, etc.

  • Coordinate bi-annual leadership meet and greet with the Program Coordinator for the Vice Dean of Admin and Finance

  • Maintain current knowledge of Penn Faculty and HR policies and procedures and School and University organizational structure and policies and procedures.

  • Match new employees with buddies within in the School and around the University (work with Chief People Officer and the Hiring Manager)

  • Provide support and counseling to employees on performance and employee relations issues as appropriate and utilizing sound judgment.; refers complex matters to Department Leadership

  • Liaison with the Business Office regarding unresolved payroll issues or changes in payroll distribution.

  • Survey new employees to gather feedback on their experience

  • Celebrate employees’ work anniversaries with the School

Assist with Contracting, Compliance and Information Management

  • Coordinate the academic support staff/adjunct faculty contract process in collaboration with key players by generating a high volume of contract agreements

  • Track contracts to ensure execution.

  • Maintain personnel files for all employees and ensure receipt of updated materials for faculty (CV, transcripts, licenses, certifications, etc) and staff (resume, certifications, etc.)

  • Gather information for shared employment arrangements with clinical agencies.

  • Generate Clinician Educator agreements for the Dean's signature.

  • Assist with the collection and maintenance of regulatory and accreditation record-keeping for faculty and collaborates with the Office of Academic Affairs in the preparation of requisite reporting, e.g. SBoN, AACN, etc.

  • Provide for accurate record maintenance of teaching contracts.

  • Track employee hybrid and virtual work arrangements on a bi-annual basis

  • Monitor faculty re-employed beyond retirement

  • Assist employees with various types of employment verifications

  • Help prepare reports by gathering and organizing relevant information ensuring accuracy and timeliness

  • Process Clinical Associates in partnership with the Depts. and OAA and ensure they receive the appropriate University access to systems and resources

Support of Faculty Governance

  • Coordinate logistics for faculty committees in support of Chief People Officer and Directors

  • Attend and takes minutes at Faculty Senate meetings.

  • Schedule in person and virtual meetings each year

  • Order lunch and provide logistical support for each monthly meeting.

  • Coordinate the annual committee election and appointment processes providing extensive support to the Nominations and Committee Appointments Committee.

Coordination of Wellbeing, Learning and Development, and Organizational Development Initiatives

  • Plan and coordinate events by establishing project plans, obtaining space, ordering food, promoting events, leading day of management (set up, event management, break down) and completing post event tasks

  • Facilitate wellness and learning and development programs

  • Support the School’s Justice, Equity, Diversity and Inclusion Initiatives by designing and leading programs and initiatives

  • Coordinate recognition related activities

  • Oversee the annual service recognition and gift process

  • Support School committees and taskforces

  • Find opportunities to track and recognize the achievements of employees

Management of Daily Operations of the Department and Assistance with Special Projects

  • Serve as the first point of contact by answering the phones and emails, and also greeting and corresponding with visitors

  • Provide general administrative support as needed

  • Maintain current and accurate online (public and SharePoint site) information for the Department

  • Send communications on behalf of the Department

  • Coordinate newsletters and department communications

  • Procure goods and services for the Department by using the appropriate purchasing methods

  • Assist Chief People Officer with tracking expenditures

  • Support Chief People Officer and Directors with special projects

  • Supervise work study students by assigning and tracking work, and ensuring hours are accurately recorded and approved

  • Serve as a Penn Community Administrator

  • Develop, recommend and implement improvements to systems and procedures.

  • Maintain a working knowledge of Workday, Ben Financials, Contracts database, DocuSign, Qualtrics, Survey Monkey and other relevant tech tools

  • Participates in opportunities for professional growth and relationship building.

Perform additional duties as assigned

Targeted Pay Range: $52,000 - $60,000

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.


Bachelor’s degree with 2-3 years progressively responsible administrative experience or equivalent combination of education and experience; prior experience coordinating multiple projects with extensive follow-through needed. This position requires initiative, sound judgment and organizational savvy with the capacity to exercise discretion in working with highly confidential and sensitive matters. A strong customer service orientation is essential. Knowledge of University policies and procedures including Faculty Handbook and HR policies is highly desired.

Excellent interpersonal skills with a focus on providing high-quality service. The successful candidate will be a team player who possesses superior organizational and interpersonal skills with the ability to thrive in a fast-paced environment with competing deadlines and priorities. Strong verbal and written communication skills with the ability to compose and edit written communications essential. (Writing samples are required). A systems thinker with a results orientation is needed. Demonstrated ability to develop systems and procedures and provide a high level of solution driving problem solving required. Ability to handle confidential information with great sensitivity and discretion required. Strong PC skills in MS Office, database management and related systems. Familiarity with Workday, Interfolio and other University systems a plus but not required.

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School

School of Nursing

Pay Range

$43,919.00 - $66,183.00

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay


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