Academic Affairs Coordinator
Academic Affairs Coordinator
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 Employers By State in 2021.
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
Academic Affairs Coordinator
Job Profile Title
Job Description Summary
Manage special projects for the Assistant Deans in the Office of Academic Affairs. Monitors status of projects; Gathers information via fact-finding activities, web searches, requesting data; Synthesizes data from across multiple departments for information-sharing; Assembles, analyzes and prepares final deliverables in a variety of formats appropriate for a variety of constituencies. Utilizes sound judgment, effective planning and timely follow-up to ensure effective use of Assistant Deans' time. Manages complex calendars using discretion to prioritize meetings and maintain professional relationships. Composes correspondence. Manages expense reimbursements; Coordinates meetings handling all necessary arrangements; creates presentations and updates OAA websites and SharePoint sites as needed. Coordinate the high-volume educational verification process in conjunction with the Assistant Deans, Registrar and Associate Registrar for all current and former School of Nursing students on a timely basis including state boards of nursing licensure process. Provides coordination and support to School of Nursing Financial Aid office. Coordinates grant proposal processes for training and financial aid grants.
Manages special projects for the OAA Assistant Deans.
- Monitors status of projects; researches, summarizes and evaluates relevant issues and creates presentation materials as needed.
- Collects information through fact-finding activities, web searches, and data acquisition.
- Synthesizes data from multiple departments and sources for information sharing and to support decision-making.
- Analyzes and prepares final deliverables in a variety of formats appropriate for a variety of constituencies.
- Coordinates strategic planning support and special projects utilizing sound judgment and initiative to determine appropriate handling of a wide variety of activities.
- Executes special strategic projects for the Assistant Dean, including those related to new degree offerings, online learning, etc.
- Update OAA website as needed.
- Participates in OAA sponsored events as necessary.
Manages budgets, provides administrative support for the Assistant Dean of Admissions & Academic Affairs and the Assistant Dean for Innovation and Curricular Affairs using sound judgment.
- Manages budgets for the Assistant Dean as assigned. Processes and tracks records of expenses and reimbursements. Reviews monthly accounts with Assistant Dean, reports irregularities and follows up as appropriate. Ensures that expenditures are within budget parameters.
- Compose confidential and sometimes sensitive correspondence such as: formal letters of response to requests for leaves of absence and return from leave letters and informational email updates to nursing students, faculty, and staff.
- Coordinates and maintains the Assistant Dean's schedules, commitments and travel needs.
- Resolves conflicting demands on their time by using sound judgment and attaining an understanding of their priorities. Coordinates meetings handling all necessary arrangements (room reservations, participant lists, invitations, special equipment, technology needs, catering, etc.).
- Manages Assistant Dean's office and project commitments, including design and maintenance of tracking systems for historical documents, current project documents, and research documents.
Coordinate the high-volume educational verification process in conjunction with the Assistant Deans, Registrar and Associate Registrar for all current and former School of Nursing students on a timely basis including state boards of nursing licensure process.
- Monitor and respond with accuracy and timeliness to high volume requests in the SONEDV@nursing.upenn.edu folder for all education verifications on a daily basis; require extensive follow-up and meticulous research to verify clinical hours, science course requirements were met and verification of curricular content for licensure.
- Coordinate time-sensitive state board licensure information process to ensure nurses are able to start work; maintain current knowledge of rules and regulations process for all 50 state boards of nursing; update the database of state credentialing; process and complete forms to all state boards of nursing, includes composing letters with specific information required by some states; provide up to date information to students regarding licensure process requirements.
- Coordinate a wide variety of student information related activities including scanning and save all verifications into the appropriate shared drive folders.
- Create ANCC and PCNB forms for graduating students.
Provides coordination and support for the School of Nursing Financial Aid office, including scholarship program tracking, PhD funding tracking, etc.
- Coordinate and track existing scholarship programs working in collaboration with the Assistant Dean, the Director of Financial Aid, and the Office of Institutional Advancement.
- For the Sands Scholars Program, coordinate student travel with the NURS 390 faculty and the Asst Dean to the Medical Center at Princeton for clinical rotations, including housing and meal reimbursements.
- Coordinate the tracking of PhD student funding, to project financial expenditures, students on training grants, etc.
- Compose confidential and sensitive financial aid materials.
- Use sound judgment to provide administrative support to the financial aid staff, including monitoring emails and responding to phone calls.
Coordinates grant proposal process for training grants in OAA in conjunction with Assistant Deans.
- Collaborate and prepare key sections of training grants and annual reports utilizing current knowledge of school programs and relevant enrollment and student data.
- Research new grant proposal opportunities.
- Prepare charts, tables, and graphs for the grant submissions, synthesizing school data reports.
- Write and administer surveys in Qualtrics or other University tools to capture key student information needed for grant submissions.
Perform additional duties as assigned.
BA/BS with 3- 5 years of progressively responsible administrative experience working at the executive level required; Masters degree preferred. Excellent organizational and interpersonal skills needed. Strong oral and written communication skills essential. (Writing samples are required). The successful candidate will possess exceptionally sound judgment, be highly organized, and have both a results orientation and a service orientation. The position requires strong initiative with the capacity to exercise discretion in working with highly confidential and sensitive matters. A systems thinker with a results orientation is needed for success in this role. Demonstrated intermediate to advanced level PC skills including all facets of Microsoft Office (Word, Excel, Power Point, and Outlook) and the ability to effectively utilize the Internet, as required. Strong PC skills in MS Office needed. Must have the ability to thrive in a fast-paced environment with competing deadlines and multiple priorities. Knowledge of University policies and procedures desired.
Office, library, computer room
Typically sitting at a desk or table
Job Location - City, State
Department / School
School of Nursing
$42,953.00 - $77,315.00
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
- 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
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Claire-M-Fagin-Hall/Academic-Affairs-Coordinator_JR00041258-1
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