Periodontics Department and Academic Manager - Penn Dental Medicine

Job Description Summary

As Periodontics Department and Academic Manager, independently manage coordination of faculty onboarding and administration, which includes part-time, full-time and associated statuses. Serve as Periodontics departmental liaison with faculty, staff, students, and other University of Pennsylvania office personnel and external clientele. Schedule meetings and events and participate in meetings as required. Prepare correspondence, reports, etc., for the Department Chair, Postdoc and Pre-doctoral directors, and other faculty as needed. Manage complex calendar management and scheduling for the Department Chair, Program Directors and other faculty as needed. Oversee departmental academic activities including Pre and Post Doc education, and financial activities, including purchasing, reimbursement, memberships, monitoring expenses, processing, and payment follow-up. Prepare appropriate paperwork and scheduling for all faculty actions, including appointments, reappointments, promotions, and departmental staffing searches.

Job Description

Administrative Support

• Maintain academic calendar for Department.
• Coordinate & schedule interviews with department program applicants. Manage interviews & provide administrative support.
• Coordinate & organize orientation for incoming postdoctoral and predoctoral students, fellows & scholars.
• Utilize patient/academic management portal to input data, maintain records, and generate reports.
• Periodontics department liaison with faculty, staff, students & various Penn stakeholders. Independently manage the coordination of faculty onboarding & administration (variety of part-time, full-time, visiting statuses). Schedule meetings & events in collaboration with PDM teams. Prepare correspondence, reports, etc. & manage calendar for Dept. Chair & Program Dir.
• Oversee dept. financial projects - purchasing, reimbursement, memberships, monitoring expenses, processing & payment. Processing Concur reimbursements, assisting with travel arrangements, scheduling meetings on behalf full time faculty, maintain schedules for full time faculty. Assist Managers and administrative staff with responding to telephone, email, and walk-in inquiries, scheduling room reservations, distributing mail, assisting with event planning and with implementation and execution of graduation, orientation, and applicant interviews.
• Prepare appropriate paperwork & scheduling for all faculty actions - appointments, reappointments, promotions, & dept. staffing searches. Admin. point of contact for faculty searches. Process H-1B & J-1 Visa applications for international faculty & visiting scholars.
• Develop reports, track trends and metrics for Periodontics programs & associated projects.

Curriculum Support

• Communicate with students requiring enrichment or advancement plans, ensuring they receive the support needed to progress. Organize meetings between students, residents, and the Program Director to discuss academic matters and progress.
• Manage Periodontics Externship Program. Prepare, distribute and process student and faculty evaluations on a bi-annual basis.
• Work closely with the Program Director to ensure the integrity and seamless progression of the educational program for predoctoral students at Penn Dental Medicine (Prepare the progression review for the credit review board). Including, setting up the course, keying in the grades, following up the progression, and signing out the students.
• Manage and arrange the schedule for the predoctoral and postdoctoral didactic and clinical courses, PDM student rotation utilizing current academic programs.
• Support the Predoctoral Program Director in managing didactic courses, including course setup and administration through various academic databases. Proctoring support and preparation of syllabi.
• Maintain tracking of resident didactic progress. Prepare bi-annual program progress reports and letters for residents and dental students. Track the progress of residents/dental students on academic probation; schedule meetings between residents and probationary committee, prepare reports, and schedule review meetings. Prepare transfer letters, letters of good standing, & letters of completion for postdoctoral residents.
• Collaborate with the Clinic Manager to coordinate resident schedules for clinical assignments, rotations, teaching responsibilities, and research activities.
• Manage the rotation experience for our predoctoral students. Ensure accurate attendance tracking and updating for periodontal rotations.
• Regularly update the predoctoral teaching schedule for residents, faculty, and dental hygienists to maintain smooth operations. Provide curriculum information. Schedule postdoctoral and predoctoral guest lectures. Schedule lunch & learns, hands-on, and specialty trainings for postgrad residents. Coordinate and manage AAP in-service and oral Board Exam. Independently plan logistics for Tri-School Symposium and Periodontics Graduation annually.

Other duties and responsibilities as assigned. Provide and maintain expertise in innovative solutions focused on the responsible stewardship of Penn Dental Medicine and its community experience.

Qualifications

Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required. Previous budgeting and forecasting experience. Ability to multi-task. Strong accounting skills and knowledge of Penn's financial systems a plus. Previous experience with academic management systems including Canvas®, ExamSoft®, Axium®, and Course@Penn is strongly preferred.