What are the responsibilities and job description for the Executive Assistant A/Faculty Affairs Coordinator position at The 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 preparationComposes 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
To learn more, please visit : https : / / www.hr.upenn.edu / PennHR / benefits-pay
Salary : $51,824 - $88,358
