Faculty/program Coordinator

2 weeks ago

Philadelphia, United States University of Pennsylvania Full time

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/Program Coordinator (Division of Sleep Medicine)

Job Profile Title

Coordinator, Program

Job Description Summary

This position will serve as the faculty affairs & credentialing coordinator for the Sleep Division. Responsibilities include recruitment of all new faculty, credentialing and onboarding; reappointments and promotions of current faculty. This role will also provide a broad range of complex and high level administrative support to the Chief, working with the senior leadership team on a wide range of projects and initiatives. The position entails handling confidential information and proactively managing the day-to-day activities of the Division Chief’s office, and other administrative projects as required.

**Job Description**:
Job Responsibilities

Faculty Affairs
- Responsible for all aspects of faculty appointments, reappointments, promotions and terminations within the Sleep Division.
- Coordinate credentialing and malpractice processes for all clinical faculty.
- Coordinate reappointment and promotion process for all existing faculty. This includes timely preparation of all required dossier materials for the DOM, tracking all upcoming reappointments, and working with Chief to determine upcoming promotions. Process all reductions in duties and extensions for faculty.
- Liaise with Division Administrator to submit eRTR’s for new faculty appointments.

Division Chief’s Office
- Maintain Division Chief’s calendar & schedule, draft routine correspondence.
- Handle travel arrangements and expense reimbursements for the Chief.
- Prepare manuscripts and slides for scientific presentations.
- Handle and resolve issues effectively & efficiently. Exercise discretion when working with confidential materials, including salaries and budgets.
- Serve as the primary liaison for the Chief’s office.
- Prepare sleep reports for review.
- Assist with administrative responsibilities of ASPIRE fellowship, including website maintenance. Maintain databases such as current listing of all faculty, associated faculty, staff and fellows.
- Schedule mentorship & review meetings for faculty.
- Coordinate Committee & Sleep Division Faculty/Staff meetings; prepare minutes.
- Supervise Administrative Coordinator.

Other Duties
- Organize Seminars & Scientific symposiums during the course of the year.
- Handle international collaborative arrangements.
- Handle travel arrangements, dining & other reimbursements for National/ International speakers & submit to Business Office.
- Plan all aspects of special events including communication of such events.
- Make all arrangements such as travel, securing venue, catering, audio-visual equipment, etc.
- Prepare Agendas & Posters for events, including graphic design.
- Obtain cost estimates from vendors & chose best pricing without compromising quality.
- Work with the Chief and Division Administrator to complete assignments related to the annual budget.
- Serve as primary liaison for the Division’s faculty/staff, Chair’s office, senior administrators of the Health System and the University, Chairman, Director and faculty from other departments. Serve as a resource to faculty and staff within the Division. Interface with internal & external professionals regarding departmental policy & procedure.
- Manage and maintain filing systems for pertinent records and reports.
- Work on independent projects as assigned.
- Report known or suspected irregularities to supervisor.
- Perform other similar and related duties as required.

**Qualifications**:

- Bachelor of Arts and

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