Academic Coordinator

Reference #: 1010641
SHIFT:Day (United States of America)

Seeking Breakthrough Makers

Childrens Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOPs Commitment to Diversity, Equity, and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children.

We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview
Under the direction of the Division Chief and Director of Gastroenterology, Hepatology, and Nutrition, the Academic Coordinator is responsible for processing and managing the appointment, reappointment, and promotion processes for all 70 divisional faculty members associated with the employment of Perelman School of Medicine in the Department of Pediatrics, Division of GI, Hepatology and Nutrition.The role requires exceptional writing skills, the ability to review CVs and personal statements, and proficiency in conducting online research. The coordinator must be highly organized and adhere strictly to various deadlines.

What you will do

Provide oversight and administrative support for all faculty issues, including recruitment, onboarding, appointments, promotions, letters of recommendations etc.
Prepares correspondence related to the Departments Committee on
Assist with the preparation and review of documents for faculty appointments, promotions, and reappointments, including chair recommendation letters, academic plans, and personal statements.
Complete and process hiring paperwork for Instructors and Penn Medicine Clinicians, including Request to Recruits, Offer Letters, and visa documentation through Penns ISSS Department.
Post and monitor job ads, ensuring compliance with Penns search guidelines, and coordinate recruitment activities for new faculty appointments and reappointments.
For AC and Clinical track appointments and promotions (Associate/Full Professor), solicit, track, and manage requests for letters of recommendation and clinical performance evaluations.
For Tenure, CE, and Research track appointments and promotions (Associate/Full Professor), vet and submit faculty extramural consultant letter lists to the university.
Process all Pediatrics (internal) secondary appointments and reappointments annually and assist with 5th-year review preparations for faculty.
Collaborate with the Mentoring Committee to update junior faculty progress in the reappointment and promotion timeline.
Participate in the onboarding process for new faculty, the FPPE and OPPE processes, and the medical staff credentialing process.
Review faculty curriculum vitae in the Faculty Expertise Database System (FEDS), communicate required edits to faculty, and manage timelines and deadlines for all dossiers.
Prepare correspondence for the Departments Committee on Appointments and Promotions (COAP), gather data for Affirmative Action forms, process employment agreements, and organize paperwork and electronic materials
Additional potential job functions:

Appointments and Promotions (COAP), including: recruitment, appointments, reappointments, promotions, extensions, sabbaticals, reductions in duties and other leaves and terminations
Prepares documents and schedules meetings of faculty/division chiefs with the COAP leadersh p regarding faculty development
Prepares and compiles required materials: Education Database binders; Clinical Performance Evaluations (CPE); extramural consultant expertise statements; dossiers
Reviews faculty curriculum vitae in the Faculty Expertise Database System (FEDS); communicates required edits to faculty
Gathers required data for Affirmative Action forms
Processes faculty and CHOP physician employment agreements
Drafts education reports for all faculty candidates
Files and organizes paperwork/electronic materials
Aids in the preparation of documents for faculty appointment, promotion and reappointment dossiers.
Education Qualifications
Bachelors Degree Required
Experience Qualifications
At least two (2) years administrative or coordination experience. Required
At least three (3) years administrative experience, human resources and/or academic experience Preferred
Skills and Abilities
Computer literate; proficient in MS Office applications (Word and Excel)
Ability to deal effectively and courteously with the public and all levels of Hospital, University and Board level personnel
Strong interpersonal and organization skills.
Consistently high level of discretion in handling confidential and sensitive information.
Developed verbal, written and interpersonal communication skills.
Detail oriented. Excellent organizational and time management skills; demonstrated ability to manage multiple priorities in high volume environment.
Strong coordination and problem-solving skills, with proven ability to meet deadlines.
Willingness to learn new tasks and adapt to change
Independent; ability to work effectively semi-autonomously

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

EEO / VEVRAA Federal Contractor |  Tobacco Statement

Childrens Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.