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: 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.

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