Senior Academic Coordinator

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At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

A Brief Overview
The Senior Academic Affairs Coordinator provides advanced administrative and academic support and is responsible for supporting appointments, reappointments, and promotion processes. This role works closely with leadership and faculty. Additionally, the Senior Academic Affairs Coordinator supports faculty actions such as sabbaticals, reduction of duty, leaves, extensions, secondary appointments and payroll actions. The role also may involve working with finance, research administration, data analytics, program management, and clinical operations.

Under the direction of the Senior Administrative Directors, Senior Manager of Academic Affairs, and Manager of Faculty Affairs, the Academic Coordinator for the Department of Pediatrics will provide central Academic Affairs support for a limited number of Pediatrics Divisions in managing tasks such as recruitment/new appointments, reappointments, and promotions for faculty and physicians who are affiliated with the Perelman School of Medicine and based at CHOP in the Department of Pediatrics.These functions are critical to the recruitment and retention of Department faculty, of which there are approximately 120 Penn faculty.

This is a hybrid role.

What you will do

• Facilitate the processing of all faculty/physician appointments, reappointments, and promotions.
• Facilitate the completion of new hire packets.
• Prepare correspondence related to the Department's Committee on Appointments and Promotions (COAP), including recruitment, appointments, reappointments, promotions, extensions, sabbaticals, secondary appointments, reductions in duties, leaves, and terminations.
• Aid in the preparation of documents for faculty appointment, promotion, and reappointment dossiers.
• Prepare documents and schedule meetings of faculty/division chiefs with COAP leadership regarding faculty development.
• Prepare and compile required documents as required by each track.
• Review and assist as needed with the Faculty Expertise Database System (FEDS).
• Complete Faculty search forms.
• Process faculty and CHOP physician employment agreements with legal advisement when necessary.
• Act as the liaison for Children's Hospital to the corresponding Penn Department within the School of Medicine for faculty appointment and promotion issues.
• Work with the Office of Academic Affairs or Designee to ensure the faculty appointment process runs smoothly.
• Assist faculty with the preparation of their educational portfolio.
• Work with leadership to draft job postings for new faculty positions, ensuring adherence to all University of Pennsylvania recruitment guidelines, including the placement of ads, letters, and the appropriate interview processes.
• Complete and submit credentialing, malpractice, and enrollment forms.
• Ensure adherence to all University of Pennsylvania recruitment guidelines, including the placement of ads, letters, and the appropriate interview processes.
• Coordinate professional events to include CME, logistics, and finances, and other academic events.
• Assist with recruiting, interviewing, and onboarding of new employees.
• Maintain and distribute faculty on-call schedules and time away calendars as needed.
• Educate department members on updated PSOM guidelines and procedures.
• Collaborate with department divisional leaders, search committee chairs, and faculty search advisors (FSA) to facilitate completion of the faculty search process via the Interfolio faculty search database.
• Collect, organize, generate, analyze, interpret, and distribute data reports to CHOP and PENN.
• Assist in monthly payroll, one-time payments, moonlighting, and other compensation processes for faculty and fellows.
• Prepare recruitment documentation for faculty and CHOP Physicians.
• Advise faculty on University and Hospital policies/issues.
• Other duties as required.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• Previous lead, management or supervisory in an academic or medical environment Required
• At least five (5) years Related academic, administrative or program management experience Required

Skills and Abilities

• Basic knowledge of medical terminology. (Required proficiency)
• Intermediate proficiency with office software (Microsoft Office) including word processing and spreadsheet software (Word, Excel). (Required proficiency)
• Excellent verbal and written communications skills. (Required proficiency)
• Strong interpersonal skills. (Required proficiency)
• Strong time management skills. (Required proficiency)
• Strong organizational skills. (Required proficiency)
• Solid project management skills. (Required proficiency)
• Ability to maintain confidentiality and professionalism. (Required proficiency)
• Ability to work independently with minimal supervision. (Required proficiency)
• Ability to gather, analyze and make recommendations/decisions based on data. (Required proficiency)
• Ability to collaborate with stakeholders at all levels. (Required proficiency)
• Ability to be flexible and adaptable to change. (Required proficiency)

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.