"Coordinator B"

Job Details

Coordinator B

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

Coordinator B

Job Profile Title

Coordinator B

Job Description Summary

This position will provide executive-level support to Departmental faculty leaders, including 2-3 Vice Chairs and 2-3 Programs or Centers within the Department. Duties will also include special projects, coordination of academic events that include multiple Departments/Centers or academic programs outside of Penn and/or other academic project management responsibilities.

Job Description

Job Responsibilities

1. Provide executive-level administrative support for two to three departmental Vice Chairs and two to three Directors of formalized centers within the Department

• Manage Executives' calendars; ensure that all logistics are complete and that all appropriate background documentation is provided for all meetings.
• Schedule and support high level meetings involving senior constituents within, and external to, the department; prepare minutes as appropriate, in a timely manner.
• Ensures that all correspondence, written materials, documents are prepared in timely manner for review and distribution to meet all deadlines. Also ensures that all documents are filed securely and appropriately.
• Serve as liaison and interface to University, UPHS, PSOM and Department administrative units, as well as national and international affiliations.
• Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
• Manage travel and reimbursements for national and international meetings and invited lectures; manage and process licenses and expenses related to academic activities.
• It is expected that this individual will be a strong program builder as well as a strategic thinker. He/she will develop strong working relationships with Vice Chairs, Directors, physicians, and administrative leaders within the institution and throughout the academic/clinical community. This will include effective collaborations with marketing and philanthropic development efforts, and may include patient education materials or patient-facing websites.

2. Support Departmental Fellowship Programs

• Provides primary support to the fellows and the Mohs Micrographic Surgery ACGME accredited fellowship program for each fiscal year, including requests for applications, utilization of databases; application processing, recruitment, interviews, fellow selection, on-boarding process, and licensure through the end of their term including continued support for references, recommendations, certificates and post-graduate training.
• Full compliance with all regulatory requirements and maintains standards as defined by Mohs surgeons and PennDOC physicians.
• Prepares, distributes, and records fellows' and Clinical Faculty evaluations.
• Independently coordinates the Micrographic Surgery and Dermatologic Oncology internal and external fellowship elective rotations. Constructs related rotation correspondence.
• Composes reports and routine correspondence required by the ACGME/CCME and other organizations for the accreditation of the fellowship program.
• Provides primary support to the Skin of Color (SOC) Research Fellowship Program
• Ensures efficient and effective utilization of materials, staff and financial resources.
• Maintains complete administrative and fellowship files ensuring order/organization, accuracy, and security.
• Updates and maintains program brochure, handbook, journal club, and other related correspondence.
• Provide oversight to create and maintain website content for trainees and trainee candidates, including ACGME fellows and non-accredited fellows/instructors. Maintains accurate data files, and database for credentialing process.
• Assists with annual submission of license renewal applications and malpractice documentation for existing fellows.

3. Provide administrative assistance to support departmental faculty academic activities.

• Manage calendars and assist with meeting preparations.
• Prepare and track reimbursement/requests for payment for faculty to include journal subscriptions and membership dues.
• Coordinate complex expense reporting to ensure proper reimbursement from outside agencies and organizations as well as University/UPHS administration.
• Maintain background documentation for, and assist with preparation of various reports for select faculty and related department core and training grant.
• Maintain current CV and BioSketch for select department faculty.

4. Provide administrative leadership to support Departmental Activities.

• Lead coordination of departmental special events to include sending invitations, collecting RSVP's, securing venue/catering arrangements with internal and external offices/vendors.
• Assist in maintenance of Departmental database (DERMIS); pull reports as needed.
• Serve as a lead in providing guidance to administrative assistants within the Department.
• Train and supervise post bac and undergrad students in general office duties and projects.

5. Perform additional duties as assigned

Duties

Key Responsibilities:

• Provide executive-level support to 2-3 Vice Chairs and 2-3 Center Directors, including calendar management, meeting logistics, and correspondence.
• Coordinate high-level meetings and prepare minutes; ensure timely and secure documentation.
• Manage travel arrangements and academic reimbursements for faculty.
• Support fellowship programs including recruitment, onboarding, licensure, and compliance with ACGME standards.
• Maintain and update fellowship materials, websites, and credentialing databases.
• Assist faculty with academic activities such as CV/BioSketch updates, grant reporting, and membership dues.
• Lead departmental special events, including venue coordination and RSVP tracking.
• Supervise and train post-baccalaureate and undergraduate students in administrative tasks.
• Serve as a liaison with internal departments and external academic and clinical partners.

Qualifications

Required:

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 2-3 years of progressively responsible administrative experience, preferably in an academic or healthcare setting.
• Demonstrated ability to manage complex calendars, coordinate high-level meetings, and handle confidential information with discretion.
• Strong organizational and project management skills, with attention to detail and ability to meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and familiarity with database systems.
• Ability to work independently and exercise sound judgment in a fast-paced environment.
• Experience supporting senior leadership and managing academic or fellowship programs.

Preferred:

• Experience with ACGME-accredited fellowship programs or academic credentialing processes.
• Familiarity with University of Pennsylvania systems and procedures.
• Knowledge of academic event planning and coordination.
• Experience in supervising students or temporary staff.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$55,000.00 - $75,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

Background checks may be 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: ...
• Tuition: ...
• Retirement: ...
• Time Away from Work: ...
• Long-Term Care Insurance: ...
• Wellness and Work-life Resources: ...
• Professional and Personal Development: ...
• University Resources: ...
• Discounts and Special Services: ...
• Flexible Work Hours: ...
• Penn Home Ownership Services: ...
• Adoption Assistance: ...

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay