Executive Assistant A/Faculty Affairs Coordinator - University of Pennsylvania

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

Executive Assistant A/Faculty Affairs Coordinator





Job Profile Title

Executive Assistant A





Job Description Summary

The Executive Assistant will provide executive level administrative support to Renal Division Chief, including handling and preparation of confidential documents, maintain complex and complicated calendar, prep for chief’s meetings, coordinate travel schedule for external societies, academic institution, professional organizations, and outside sponsors. S/He will exhibit a strong work ethic, treat people respectfully, and be highly reliable. S/he will work closely with the Chief’s administrative team. As

first point of contact to the Division Chief the EA is expected to act professionally and be willing to assist or seek assistance for faculty and staff as needed on behalf of the Division Chief. The EA will be expected coordinate meetings among the Divisions vice chief’s and leadership team as needed to align a cohesive relationship between divisional administration and clinical priorities. S/he will obtain and transmit information as directed by the Chief to Renal Leadership, Division Faculty and staff.

S/he will serve as liaison between executives, executives ‘assistants, faculty, administrators, and DOM, PSOM, HUP, Presby and UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. Responsibilities include recruitment of all new faculty, credentialing and onboarding; reappointments and promotions of current faculty. The EA will work to execute the Divisions initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine.





Job Description


Job Responsibilities


Faculty Affairs- The EA will act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. The EA will work to execute the Divisions initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine.


Division Chief’s Office- The Executive Assistant will provide executive level administrative support to the Division Chief. As first point of contact to the Division Chief. The EA will be expected coordinate meetings among the Divisions vice chief’s and leadership team as needed to align a cohesive relationship between divisional administration and clinical priorities. S/he will obtain and transmit information as directed by the Chief to Geriatrics Leadership, Division Faculty and staff as deemed by the Division Chief. S/he will serve as liaison between executives, executives ‘assistants, faculty, administrators, and DOM, PSOM, HUP, Presby and UPHS staff and leadership, and leadership and staff of external entities.


Prepare, edit, and distributes various materials including literature searches for presentation preparation. Composes and prepares correspondence for signature, using correct grammar and format, and meeting content requirements, Proofs and edits correspondence and other materials for completeness, consistency, and clarity; ensuring correct format, guidelines, and standards are followed. Keep Chief’s CV up to date. The incumbent will prepare and distribute various materials, compose correspondence for signature, proof correspondence and other material, and maintain electronic filing systems.




The EA will work closely with the division administrator to oversee the flow of the Office of the Chief and to ensure the efficient operation of the Chief’s Suite, which includes working closely with or in coordination with the Associate Director.




Perform other duties as assigned.




Qualifications



+ Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.

Excellent oral and written communication skills and ability to deal effectively with diverse constituencies. (Required)


Ability to assess needs of Senior Administration, faculty & Staff as well as high level executives and respond accordingly. (Required)


Exceptional interpersonal skills and attention to detail required


Ability to handle confidential materials, must exercise extreme discretion as job involves exposure to confidential & sensitive matters. (Required)


Ability to meet deadlines, independently complete assignments, and work with minimal supervision (Required)


Advanced computer skills required (experience with Windows-based personal computers preferred, must be proficient with Word processing software and other applications such as Excel, and PowerPoint). (Required)








Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range

$51,824.00 - $88,358.33 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, as well as internal and market factors and grade profile.




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.




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



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.