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

Academic and Staffing Manager C (Department of Surgery)

Job Profile Title

Manager C, Academic Affairs

Job Description Summary

This role will oversee the delivery of a complete range of academic operations as well as human resource for the Department of Surgery. In regards to academic operations, this role is responsible for providing oversight of all academic affairs within the Department of Surgery. This includes, but is not limited to, managing faculty recruitment, ensuring adherence to established policies and procedures, communication with a wide variety of stakeholders, and preparation of visa applications (H-1B, O-1, J-1). In regards to human resources, this role’s responsibilities will include, but are not limited to, administration of compensation, staffing, staff relations, benefits, communications, policy development and interpretation, and organizational planning. This role will also provide leadership in the direction, review, and continuous improvement of the human resources programs and services to fulfill the strategic plan of the organization.

Job Description

Responsibilities:

•  Academic Affairs (60%)
  • Oversees all administrative aspects of faculty and surgeon recruitment and onboarding (averaging 10-20 per year) including creation of academic appointments, RTRs, and the execution of all faculty, postdoctoral, instructor, and clinician appointments. Ensures completion of all processes in the Request to Recruit (RTR), Interfolio Dossier, and Workday platforms for Departmental Committee on Appointments and Promotions (DCOAP) & Office of Academic Affairs, Provost, and PSOM approval respectively.
  • Manages all administrative aspects of faculty promotions (~10 per year), reappointments, and endowed professorships. This includes creating comprehensive dossiers and thorough RTR packets for review by the DCOAP as well as submission to the Provost.
  • Coordinates hiring requests for new and replacement Penn Medicine Clinician, Department of Surgery faculty, and CHOP Surgery faculty positions; provides consultation on salary setting for new hires and promotions. Ensures that all requirements, licenses and malpractice information, are met to satisfaction of the University. Manages appointment, promotion, reappointment, and all other Workday processes that are related to faculty. Includes the updating of all relevant data to ensure consistency with Academic Records.
  • Responsible for all Departmental visa applications for faculty, postdocs, staff, and Visiting Scholars, totaling approximately 20 per year, including the gathering of documentation, ensuring adherence with Penn policy and federal law, submitting of visa application, and semi-annual verification of information.
  • Facilitates DCOAP meetings, including preparation of agenda, scheduling of meeting, taking notes, and preparing all documentation packets prior to meeting to ensure timely responses and organization of all information related to upcoming appointments and promotions
  • Serve as a leader/provide oversight of special projects related to academic affairs

• Human Resources / General (40%)
  • Key leadership role with senior management to provide expertise and consultation on all University HR related issues. Ensures consistent, compliant, and equitable application of human resource policies, procedures, and government regulations throughout the University by advising senior administrators about the applicable policies, procedures, and regulations, and enforcing the personnel policies and procedures of the University; develops HR guidelines and procedures, which are consistent with University guidelines and in compliance with state and federal laws.
  • Supervise HR staff completing select tasks. Develops a competent, productive and effective team by supervising, directly and through delegation, professional and support employees. Represents the department and serves as a resource by participating on various University committees, relevant to the area of responsibility.
  • Communicates key policy changes, priority initiatives, and other matters to faculty and staff.
  • Responsible for conflict resolution with employees and supervisors, overseeing performance management, and managing disciplinary issues. Serves as an advocate for employees by listening and becoming aware of employee needs and concerns, sharing this information with University leadership, researching best practices, and offering options for leaders to consider in addressing employee needs and concerns.
  • Oversees the entire hiring process including the recruitment and onboarding of all new staff, faculty, postdoc, resident, and instructor hires averaging 225 per year. Advises and consults with managers and supervisors on job design, job classification, and salary administration to ensure fair and competitive pay practices
  • Administrative supervisor of Measey Scholar Program, a nationally recognized innovative gap year program for individuals applying to medical school, totaling 15 to 20 scholars per year, including providing high-level administrative orientation and guidance.
  • Serve as a leader/provide oversight of special projects related to human resources

Qualifications:

Bachelor's Degree and 3-5 years experience

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$51,824.00 - $91,232.00 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay