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 Manager C, Academic Affairs (Department of Biostatistics and Epidemiology) Job Profile Title Manager C, Academic Affairs Job Description Summary Reporting to the Director of Academic Operations (DAO) and the Associate Director of Academic Operations (ADAO) the Manager of Faculty Affairs (MFA) serves as the primary manager of faculty affairs administration within the DBEI and coordinates with the HR Manager and the Divisional Associate Directors to execute, oversee and support the academic and employee policies and actions for approximately 124 total faculty, including 64 full-time primary standing faculty, 41 secondary faculty with voting rights 19 secondary without voting rights, and academic support staff and associated faculty such as Research Associates, Instructors, Adjunct, Visiting, and Emeritus faculty. The Manager of Faculty Affairs will also have responsibility for managing and documenting the DBEI Departmental Committee on Appointments and Promotions (DCOAP). This position will serve as the faculty affairs administrative liaison to PSOM’s Office of Academic Affairs. Job Description Job Responsibilities Faculty recruitment and appointment + Provide guidance to leadership and staff on the PSOM Search policies and procedures. + Attend recruitment discussions at DBEI Leadership meetings. Facilitate the posting and approval of ads for faculty and associated faculty positions. Work with division staff and leadership to develop required materials for recruitment & search approvals including, CSO review, RTR and DCOAP review. Send offer packets to faculty candidates. Submit academic appointment dossier to PSOM. Ensure that deadlines for academic appointments are met. + Manage and facilitate the appointments of Instructors and Research Associates + Oversee the appointment process for Secondary faculty without voting rights and Visiting Faculty Faculty academic reviews + Provide guidance and leadership for reappointments and promotions for faculty in compliance with PSOM and Provost’s policies and academic review schedule. + Work closely with the VC of Faculty and Professional Development, VC of Education, and Division Directors to oversee and facilitate faculty reappointments and promotions. + Meet with faculty who are up for review and provide detailed information and timelines for the process. Provide templates and examples for dossier materials. Facilitate the editing and finalizing of all materials. + Mange the DBEI COAP review process. + Finalize dossiers including signatures and submit to PSOM. Provide administrative support and oversight for the departmental Committee on Appointments and Promotions (DCOAP). + In collaboration with the DBEI COAP Chair, ensure that PSOM COAP guidelines and operational procedures are implemented. + Review and prepare cases prior to DCOAP meetings in coordination with the VC of Faculty and Professional Development and Division Directors. + Coordinate monthly meetings: create the agenda and dossiers for case reviews; send meeting invitations; distribute meeting materials; manage follow-up action items post- meeting. Manage e-voting for ad hoc case reviews in between scheduled meetings. + Manage the annual DCOAP membership updates and maintain membership records. Send invitations to new members and facilitate membership rotation. Send the member list to PSOM's Office of Academic Affairs. Oversee J-1 and H-1B Visas for Visiting Faculty and Primary Faculty. + Manage visa requests and communication in the iPenn system for all Visiting Faculty and Faculty recruitments that require visas. Consult with ISSS, DBEI HR and BAs to ensure that immigration policies and procedures are being followed and executed. Serve as the administrative liaison to the PSOM Office of Academic Affairs (OAA). + Attend trainings, workshops and meetings for PSOM faculty affairs administrators. Communicate updates and changes to faculty affairs processes and procedures to DBEI Directors and Managers and manage updates to internal faculty affairs processes. + Communicate Provost approvals to department leadership and business office staff. Update the Academic Unit (AU) actions in Workday records as an Academic Partner. + Oversee and manage Interfolio Faculty Search and Interfolio Reappointment and Promotion systems for the department following OAA policies and procedures. + Utilize PSOM systems to manage appointments and academic reviews: FEDS, FADS and Ad Generator. + Submit documentation for faculty terminations to OAA staff. + Other duties and responsibilities as assigned. Position is contingent upon funding Key Skills and Qualifications: + Work Ethic: Demonstrates a strong commitment to professionalism and integrity. + Proactive Approach: Exhibits a high degree of initiative, anticipating the needs of the Office of the Chair. + Project Management: Proven expertise in project coordination, execution, follow-through, and event planning. + Collaboration: Ability to work collaboratively and professionally with all levels of faculty, administration, leadership, international visitors, and various positions throughout the University. + Attention to Detail: High accuracy and meticulousness in all tasks. + Deadline Management: Strong ability to track, monitor, and meet deadlines. + System Proficiency: Quickly learns and navigates various University systems, databases, and programs. + Software Skills: Proficient with Microsoft Office suite must demonstrate a high level of comfort with technology and willingness to learn the functionality of new platforms. + Communication: Excellent verbal and written communication. + Discretion: Proven ability to act with tact and maintain confidentiality. + Problem-solving: Excellent critical thinking and strong analytical skills in complex, fast-paced environments. + Accountability: Committed to personal responsibility and delivering results. Qualifications + Bachelor’s Degree and 3 to 5 years of experience or equivalent combination of education and experience is required. Job Location - City, State Philadelphia, Pennsylvania Department / School Perelman School of Medicine Pay Range $51,824.00 - $83,000.00 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, 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. ​ 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.