Faculty Affairs Coordinator (Radiation Oncology)

Faculty Affairs Coordinator (Radiation Oncology)

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 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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Faculty Affairs Coordinator (Radiation Oncology)

Job Profile Title
Coordinator, Program

Job Description Summary
The Program Coordinator for Faculty Affairs serves as a resources to the Department of Radiation Oncology for employment policies and procedures related to faculty and academic support staff. Individual coordinates and leads faculty actions (appointments, reappointments, promotions, etc) and assists in recruitment and onboarding activities. This position also provides support with Continuing Medical Education programs (such as Chart Rounds and Grand Rounds). The Coordinator will serve as a back-up in obtaining faculty hospital privileges and maintaining physician licensing. Additional duties support the day-to-day operations of the Office of the Chair as they related to faculty affairs. This position reports to the Chief of Staff in Radiation Oncology.

Job Description

The job duties for the Faculty Affairs Coordinator are as follows:
  • Coordinates all activities for faculty appointments, reappointments, promotions, sabbaticals, terminations, and affirmative action/EEO compliance. This includes: drafting and submitting all required documents for Dossier submission to DCOAP, COAP and the Office of Academic Affairs (OAA), maintaining and adhering to deadlines to ensure promotions and reappointments are submitted in a timely fashion; schedule and set agendas for Department COAP meetings; collect DCOAP votes and maintain DCOAP minutes. Serve as a resource for faculty and academic support staff resources related to professional development. Support departmental faculty mentoring program and other PSOM and University programs.
  • Coordinate and assist with Continuing Medical Education programming (i.e. Chart Rounds and Grand Rounds) to ensure faculty maintain CMEs; ensure SAM Deemed status is maintained for the department. Prepare administrative appointment letters for faculty new hired/promoted and draft recommendation letters as needed for grant proposals and/or internal/external promotion requests. Provide other necessary administrative support related to faculty affairs to the Chief of Staff (which may include documentation of professionalism concerns). Serve as a resource to faculty on various Department-related administrative issues.
  • Manage recruitment and onboarding for new faculty and academic support staff, including proactive planning, ad placement, formal search letters, and search documentation, and ensuring that search and recruitment process is in compliance with PSOM and University AA/EEO guidelines. Ensure all documentation for Request to Recruit is compiled and submitted; and work with new hires to compile all required documentation for faculty appointment in collaboration with OAA.
  • Oversee and monitor monthly faculty reports, all faculty actions, and PSC minutes for the Department; works with departmental administrators to ensure data accuracy. Use online applications and databases to manage departmental faculty information, faculty reviews (using APT) and faculty processes and procedures. Maintain complete electronic files for all faculty. Regularly provide training for Administrative Assistants on how to use and update faculty CVs in the FEDs system.
  • Serve as secondary credentialing specialist in credentialing and coordinating faculty clinical privileges for Penn Medicine and departmental affiliated institutions and for maintaining required physician licensing, certifications, and malpractice coverage with states and agencies.
  • Serve as a liaison between Faculty Affairs and Professional Development (FAPD) in the Perelman School of Medicine (PSOM) and the Department regarding issues relating to faculty employment; regularly participate in PSOM faculty coordinator meetings and training programs. Maintain up to date knowledge of University and PSOM policies and procedures relating to faculty recruitment and employment.


Bachelor's degree and two to three years of experience or an equivalent combination of education and experience required.

Key competencies for this role include: Problem Solving; Comfort Around Higher Management; Timely Decision Making; Organizational Agility; Dealing with Ambiguity; excellent customer service skills, ability to take initiative; and interest in or experience in writing/drafting professional recommendations preferred.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$23.60 - $36.19

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.

Special Requirements
Background check 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.

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/Perelman-Center-for-Adv-Medicine/Faculty-Affairs-Coordinator--Radiation-Oncology-_JR00046038-2

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