Academic Affairs Coordinator (Dermatology)

Academic Affairs Coordinator (Dermatology)

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
Academic Affairs Coordinator (Dermatology)

Job Profile Title
Coordinator, Program

Job Description Summary
The Academic Affairs Coordinator for the Department of Dermatology reports to the Associate Director of Administration and Academic Affairs, and works in partnership with the Chairs of the various Departmental Recruitment Committees, the Department Chair, the Chief Operating Officer, as well as Senior Administrative Leadership.

Job Description

The Academic Affairs Coordinator for the Department of Dermatology reports to the Associate Director of Administration and Academic Affairs, and works in partnership with the Chairs of the various Departmental Recruitment Committees, the Department Chair, the Chief Operating Officer, as well as Senior Administrative Leadership.

The Academic Affairs Coordinator will serve as the primary facilitator to ensure that all aspects related to faculty recruitment, onboarding and off-boarding are streamlined and processed efficiently and effectively. This position will provide trusted guidance and updates related to UPENN and PSOM recruitment and onboarding policies and procedures, to the department Chair, COO, Departmental Vice Chairs, and other administrative leadership as appropriate. The Coordinator will work to ensure compliance and accuracy throughout the recruitment and on/off-boarding processes. The Academic Affairs Coordinator will act in a "lead" capacity as a project manager, demonstrating analytic/problem solving skills and the ability to manage complex and varied work. This position serves as the primary administrative resource for faculty candidates as well as newly hired faculty, from recruitment through onboarding. This position will assist with the coordination and processing of initial appointments, to include academic as well as medical staff, as applicable. The Academic Affairs Coordinator will ensure a seamless transition from candidate to new faculty member, and will serve as the point person to assist in all tasks related to the onboarding process. This position will work closely with the Faculty Affairs Coordinator and various University and Health System Departments to ensure timely adherence to all deadlines related to recruitment, onboarding and off-boarding of all faculty.


1. Coordinate and manage all aspects of the Faculty Recruitment Process
  • Working with Search Committee Chairs, draft ads for available positions, and post as appropriate based on PSOM and UPenn guidelines.
  • Coordinate all aspects of the interview process, both virtual and in-person, for the candidate
    • Assist candidate with travel and hotel arrangements
    • Schedule individual and group interviews with committee and faculty members
    • Coordinate tours of practices and dinner arrangements if applicable
    • Process all related reimbursements
  • Collect and submit all evaluations and letters of recommendation to the Search Committee Chair, Department Chair and COO following candidate visit.
  • Work with COAP Chair and Committee to obtain COAP vote for appointment
  • Work with departmental Administrative and Financial leaders, in the coordination for the RTR and offer letter process.
  • Serve as liaison between faculty and instructor candidates and departmental stakeholders, including faculty and administrative leaders.

2. Coordinate and manage all aspects of Faculty On- and Off-boarding

Working in partnership with the Faculty Affairs Coordinator to ensure timely initialization of Departmental COAP processes and ensure adherence to the principles and requirements contained in the faculty handbook, and in conjunction with the expectations of the Perelman School of Medicine, the Office of Academic Affairs, the Office of Affirmative Action and the Office of Medical Affairs.
  • Initiate and monitor Academic Appointment process and progress to ensure all deadlines are met
  • Initiate and monitor Medical Staff Appointment process and progress, including monitoring the status of all licensing requirements, as well as malpractice insurance to ensure all deadlines are met
  • Create Workday and FEDs records for new hires; create internal departmental HR file, including establishment of DermIS profile.
  • Coordinate the creation of new faculty profile for marketing and website purposes
  • Coordinate with faculty and administrative leaders to develop clinic and teaching schedules appropriate for required effort based on track.
  • Identify office space and administrative support contacts for all new recruits.
  • Coordinate with the Associate Director of Research, the Associate Director of Basic Research, and/or the Director of Research Operations to ensure wet or dry bench space is available and appropriately configured to support research efforts as needed. Facilitate efforts to ensure appropriate staffing support within new faculty research program and/or centralized Departmental resources such as the Clinical Studies Unit, the Penn Dermatology Oncology Center, or the Skin Biology and Disease Resource Based Center as appropriate.
  • Identify clinical staff support for assistance with clinical-related tasks and items (i.e. registration for trainings, building schedules, ordering lab coats, etc.)
  • Host onboarding meeting with all new hires to provide essential information and guidance to ensure a successful and seamless transition to their new career at Penn.
  • Provide guidance to new faculty members regarding the requirements for appointments, reappointment, promotion, scholarly leave and other administrative aspects of faculty and academic affairs.
  • Work with faculty and administrative leaders to develop and maintain a Departmental onboarding website
  • At time of separation, ensure that all processes and procedures are implemented and completed in accordance with UPenn, PSOM and Departmental requirements.

3. Provide back-up support to Departmental Faculty Affairs Coordinator
  • Serve as a support/back up to all faculty affairs initiatives
  • Attend all University and Health System meetings and trainings related to job duties (i.e. monthly FAPD, OMA, etc.)

4. Perform additional duties as assigned.


Bachelor's degree and 2 to 3 years of experience or an equivalent combination of education and experience required.

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:

To apply, visit

Copyright ©2022 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency jeid-ace39649e3e8b44a8d06022118fede16