Coordinator B/C

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 Large Employers in 2023.

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

Coordinator B/C

Job Profile Title

Coordinator B

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.

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. Maintain 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.

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 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