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, Program

Job Description Summary

Partners and supports the Division Faculty Affairs Manager with university activities for 180+ faculty members of the Cardiovascular Division, including search & recruitments, appointments, reappointments, promotions, credentialing and affirmative action at Penn, PAH, PPMC, satellite locations, and for Penn Medicine Clinicians. Maintains applicant files and assists search committee by corresponding directly with the candidates, coordinates schedules, interviews, travel and accommodations for recruitments. Gathers and submits and tracks progress for credentialing applications and appointment documents for new faculty and new APPs. Interfaces between faculty affairs and clinical practice managers to complete orientation and on-boarding process for new faculty. Maintains calendar of Chief Administrative Officer. The successful candidate must pay attention to detail, be well-organized, communicative, accountable, manage multiple projects with simultaneous deadlines, as well as work collaboratively and maintain confidentiality with team members and management. This position has the potential for hybrid work after a successful probationary period and supervisory review.

Job Description

This position is contingent upon favorable funding.

Job Responsibilities

• Assists faculty affairs manager with appointments, reappointment and promotion activities as assigned by FA Mgr for all cardiovascular medicine faculty, research, adjunct, clinical and academic support staff including Presbyterian and Pennsylvania Hospital.  Submits complete and accurate dossiers for faculty appointments, reappointments, and promotions to the Office of Academic Affairs in a timely manner.  Manages and Submits and Follows to completion, all credentialing applications for faculty, APPs, initial med staff appointments and malpractice changes including medical staff reappointments. Manages location privileges for credentialing Ensures accurate and complete entry of faculty CVs into FEDS. Work with Associate Chief of Clinical Affairs related to credentialing reviews and issues.  Maintains up-to-date and accurate records of all faculty appointment and hospital credentialing activities.  Collaborates, communicates, and cooperates with the University Office of Academic Affairs, the UPHS Medical Affairs Office, and division administrator to ensure accuracy of data and submissions of requests.
• Collaborates and assists FA Mgr with division faculty recruitment; ensures that search and recruitment process is in compliance with PSOM and University AA/EEO guidelines. Preserves and shares documentation for all searches.  Assists and collaborates with FA Mgr in managing all steps of faculty recruitment and onboarding.  Recruitment responsibilities include: scheduling candidate interview dates, and coordinating travel and hotel arrangements, preparing candidate interview itinerary, hosting candidate on-site, uploading documentation following the interviews. New faculty orientation and onboarding responsibilities includes orientation schedule (with Program mgr), binder and mini-orientation sessions with new faculty, credentialing verification, orientation email with university links. 
• Maintains division website, ensuring new faculty profiles are added in a timely manner, and current faculty profiles are updated annually to reflect current professional activities. Updates the “news and announcements” section of the website on a routine schedule and in coordination with the fellowship office news and announcements media activities.
• Maintains calendar for Director of Division Administration, including coordinating meetings and ensuring schedule is up to date.
• Work with the Office of International Programs (ISSS) for faculty and visiting scholars on employment based immigration visa, along with submitting and processing applications and checks for Visa processing.
• Perform additional duties as assigned.

Qualifications

• Bachelor of Arts and 2 to 3 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

$24.21 - $34.00 Hourly 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