Academic Coordinator, Pediatrics Academic Affairs

Academic Affairs Coordinator

Children's 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.

CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

The Academic Affairs Coordinator is responsible for supporting the academic affairs processes for faculty in the Department of Pediatrics. This role is crucial for the recruitment and retention of faculty positions across the Department of Pediatrics. The coordinator provides administrative support for PENN faculty appointments, reappointments, and promotions, acting as both a member of the Pediatrics Academic Affairs team and liaison for Pediatric divisions.

Key responsibilities include assisting in the preparation of materials for faculty processes, coordinating tasks with relevant divisional administrators, maintaining systems for collecting teaching evaluation data, and updating faculty information.

• Help facilitate the processing of all faculty/physician appointments, reappointments, and promotions.
• Prepare correspondence related to the Department's Committee on Appointments and Promotions (COAP), including recruitment, appointments, reappointments, promotions, extensions, sabbaticals, secondary appointments, reductions in duties, leaves, and terminations.
• Aid in the preparation of documents for faculty appointment, promotion, and reappointment dossiers.
• Prepare documents and schedule meetings of faculty/division chiefs with COAP leadership regarding faculty development.
• Prepare and compile required documents as required by each track.
• Review and assist as needed with the Faculty Expertise Database System (FEDS).
• Complete Faculty search forms.
• Process faculty and CHOP physician employment agreements with legal advisement when necessary.
• Act as the liaison for Children's Hospital to the corresponding Penn Department within the School of Medicine for faculty appointment and promotion issues.
• Work with the Office of Academic Affairs or Designee to ensure the faculty appointment process runs smoothly.
• Assist faculty with the preparation of their educational portfolio.
• Work with leadership to draft job postings for new faculty positions, ensuring adherence to all University of Pennsylvania recruitment guidelines, including the placement of ads, letters, and the appropriate interview processes.
• Collaborate with Peds Academic Affairs team, department divisional leaders, search committee chairs, and faculty search advisors (FSA) to facilitate completion of the faculty search process via the Interfolio faculty search database.
• Other duties as required.

• High School Diploma / GED Required
• Bachelor's Degree Preferred

• Previous experience with administration work within an academic environment Required
• At least two (2) years administrative or coordination experience. Preferred or
• At least three (3) years administrative experience, human resources and/or academic experience Preferred

• Computer literate; proficient in MS Office applications (Word and Excel). (Required proficiency)
• Ability to deal effectively and courteously with the public and all levels of Hospital, University and Board level personnel. (Required proficiency)
• Strong interpersonal and organization skills. (Required proficiency)
• Consistently high level of discretion in handling confidential and sensitive information. (Required proficiency)
• Developed verbal, written and interpersonal communication skills. (Required proficiency)
• Detail-orient…