Staff Assistant C (Sleep Medicine)
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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.
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Posted Job TitleStaff Assistant C (Sleep Medicine)
Job Profile TitleStaff Assistant C
Job Description SummaryThis position will serve as the faculty affairs manager & faculty grants support including administering training grants for the Sleep Division. Responsibilities include recruitment of all new faculty, credentialing and onboarding; reappointments and promotions of current faculty. This role will also provide a broad range of complex and high level administrative support, working with the senior leadership team on a wide range of projects and initiatives. The position entails handling confidential information and proactively managing the day to day activities of the Divisional leadership, and other administrative projects as required.
This position will serve as the faculty affairs manager & faculty grants support including administering training grants for the Sleep Division. Responsibilities include recruitment of all new faculty, credentialing and onboarding; reappointments and promotions of current faculty. This role will also provide a broad range of complex and high level administrative support, working with the senior leadership team on a wide range of projects and initiatives. The position entails handling confidential information and proactively managing the day to day activities of the Divisional leadership, and other administrative projects as required.
- Assist faculty with grant proposal preparation, creating grant templates and other related documents including submission of grants via ASSIST, Proposal Development & other grant submission platforms.
- Coordinate annual progress report submission for PI’s grants, Program Project grant and 3 training grants.
- Maintain information database for the Sleep Division’s training grants to facilitate the five year renewal of these grants.
- Process training grant-related forms for appointment, reappointment and termination of postdoctoral and predoctoral trainees using NIH systems & Penn postdoctoral systems.
- Prepare & maintain confidential correspondences/documents to include salary, budget & proposal information.
- Communicate with Chief & Director regarding status of assignments; handle and resolve issues effectively & efficiently. Exercise discretion when working with confidential materials, including salaries and budgets.
- Thorough knowledge of University, School and sponsor’s grants policies and procedures.
- Responsible for all aspects of faculty appointments, reappointments, promotions and terminations within the Sleep Division.
- Coordinate the recruitment of new faculty. This includes scheduling and coordination of search committee meetings, arranging lodging for all candidates, scheduling and coordinating faculty visits. Maintain tracking spreadsheet to ensure all are up-to-date and search committee is informed
- Coordinate the faculty appointment process for all new faculty including but not limited to posting of jobs description in reputable journals, complete national and limited search requirements, complete academic appointment dossier and AA form for candidate, mail offer letters, coordinate faculty onboarding, and create new online profiles for new faculty, and arrange for headshots.
- Coordinate credentialing and malpractice processes for all clinical faculty
- Coordinate reappointment and promotion process for all existing faculty. This includes timely preparation of all required dossier materials for the DOM, tracking all upcoming reappointments, and working with Chief to determine upcoming promotions. Process all reductions in duties and extensions for faculty.
- Liaise with Division Administrator to submit eRTR’s for new faculty appointments & annual salary letters for faculty & staff.
- Compile necessary documents/prepare the annual report. Work with the Chief and Division Administrator to ensure that all necessary documents are submitted in a timely manner.
- Work on independent projects as assigned
- Serve as primary liaison for the Division’s faculty/staff, Chair’s office, senior administrators of the Health System and the University, Chairman, Director and faculty from other departments. Serve as a resource to faculty and staff within the Division. Interface with internal & external professionals regarding departmental policy & procedure.
- Prepare Slide Decks for Director
- Manage and maintain filing systems for pertinent records and reports.
- Report known or suspected irregularities to supervisor.
- Perform other similar and related duties as required.
- Bachelor’s Degree and 3- 5 years of high level executive assistant experience or an equivalent combination of education and experience required.
- Excellent oral and written communication skills and ability to deal effectively with diverse constituencies.
- Ability to assess needs of Senior Administration, faculty & Staff as well as high level executives and respond accordingly.
- 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.
- Ability to meet deadlines, independently complete assignments, and work with minimal supervision
- 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).
Job Location - City, StatePhiladelphia, Pennsylvania
Department / SchoolPerelman School of Medicine
Pay Range$43,919.00 - $66,183.00
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.
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
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
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