"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 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

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

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$55,000.00 - $75,000.00 Annual Rate

To apply, visit the application link