Faculty Affairs Coordinator

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

Faculty Affairs Coordinator

Job Profile Title

Coordinator B

Job Description Summary

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.

Job Description

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

1. Serve as Project Manager for all aspects of Faculty Affairs

• 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

2. Coordinate all aspects related to Departmental COAP initiatives in support of the 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.

3. Compliance and Reporting Initiatives

• 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.

4. 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)

5. 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.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$55,962.00 - $92,593.00 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.

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