Periodontics Department and Academic Manager - Penn Dental Medicine

University of Pennsylvania; Center (PA); On-site; USD 57,000 - 61,000; Full time

Job summary

A prestigious educational institution in Philadelphia seeks a Periodontics Department and Academic Manager. The role involves managing faculty onboarding, serving as a liaison, and overseeing departmental activities. Candidates should have a Bachelor's degree and 3-5 years of relevant experience, along with strong accounting skills. The position offers a competitive salary and benefits package.

Benefits

Health insurance

Tuition assistance

Generous retirement benefits

Flexible work hours

Qualifications

• 3-5 years of related experience or equivalent combination of education and experience required.
• Previous budgeting and forecasting experience is a plus.
• Strong knowledge of Penn's financial systems strongly preferred.

Responsibilities

• Manage coordination of faculty onboarding and administration.
• Serve as departmental liaison with faculty, staff, and students.
• Oversee departmental academic activities and financial activities.

Skills

Accounting skills

Multi-tasking

Communication skills

Education

Bachelor's Degree

Tools

Canvas

ExamSoft

Axium

Course@Penn

Job description

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.

Job Description Summary

As Periodontics Department and Academic Manager, independently manage coordination of faculty onboarding and administration, which includes part-time, full-time and associated statuses. Serve as Periodontics departmental liaison with faculty, staff, students, and other University of Pennsylvania office personnel and external clientele. Schedule meetings and events and participate in meetings as required. Prepare correspondence, reports, etc., for the Department Chair, Postdoc and Pre-doctoral directors, and other faculty as needed. Manage complex calendar management and scheduling for the Department Chair, Program Directors and other faculty as needed. Oversee departmental academic activities including Pre and Post Doc education, and financial activities, including purchasing, reimbursement, memberships, monitoring expenses, processing, and payment follow-up. Prepare appropriate paperwork and scheduling for all faculty actions, including appointments, reappointments, promotions, and departmental staffing searches.

ADMINISTRATIVE SUPPORT

• Maintain academic calendar for Department.
• Coordinate & schedule interviews with department program applicants. Manage interviews & provide administrative support.
• Coordinate & organize orientation for incoming postdoctoral and predoctoral students, fellows & scholars.
• Utilize patient/academic management portal to input data, maintain records, and generate reports.
• Periodontics department liaison with faculty, staff, students & various Penn stakeholders. Independently manage the coordination of faculty onboarding & administration (variety of part-time, full-time, visiting statuses). Schedule meetings & events in collaboration with PDM teams. Prepare correspondence, reports, etc. & manage calendar for Dept. Chair & Program Dir.
• Oversee dept. financial projects - purchasing, reimbursement, memberships, monitoring expenses, processing & payment. Processing Concur reimbursements, assisting with travel arrangements, scheduling meetings on behalf full time faculty, maintain schedules for full time faculty. Assist Managers and administrative staff with responding to telephone, email, and walk-in inquiries, scheduling room reservations, distributing mail, assisting with event planning and with implementation and execution of graduation, orientation, and applicant interviews.
• Prepare appropriate paperwork & scheduling for all faculty actions - appointments, reappointments, promotions, & dept. staffing searches. Admin. point of contact for faculty searches. Process H-1B & J-1 Visa applications for international faculty & visiting scholars.
• Develop reports, track trends and metrics for Periodontics programs & associated projects.

CURRICULUM SUPPORT

• Communicate with students requiring enrichment or advancement plans, ensuring they receive the support needed to progress. Organize meetings between students, residents, and the Program Director to discuss academic matters and progress.
• Manage Periodontics Externship Program. Prepare, distribute and process student and faculty evaluations on a bi-annual basis.
• Work closely with the Program Director to ensure the integrity and seamless progression of the educational program for predoctoral students at Penn Dental Medicine (Prepare the progression review for the credit review board). Including, setting up the course, keying in the grades, following up the progression, and signing out the students.
• Manage and arrange the schedule for the predoctoral and postdoctoral didactic and clinical courses, PDM student rotation utilizing current academic programs.
• Support the Predoctoral Program Director in managing didactic courses, including course setup and administration through various academic databases. Proctoring support and preparation of syllabi.
• Maintain tracking of resident didactic progress. Prepare bi-annual program progress reports and letters for residents and dental students. Track the progress of residents/dental students on academic probation; schedule meetings between residents and probationary committee, prepare reports, and schedule review meetings. Prepare transfer letters, letters of good standing, & letters of completion for postdoctoral residents.
• Collaborate with the Clinic Manager to coordinate resident schedules for clinical assignments, rotations, teaching responsibilities, and research activities.
• Manage the rotation experience for our predoctoral students. Ensure accurate attendance tracking and updating for periodontal rotations.
• Regularly update the predoctoral teaching schedule for residents, faculty, and dental hygienists to maintain smooth operations. Provide curriculum information. Schedule postdoctoral and predoctoral guest lectures. Schedule lunch & learns, hands-on, and specialty trainings for postgrad residents. Coordinate and manage AAP in-service and oral Board Exam. Independently plan logistics for Tri-School Symposium and Periodontics Graduation annually.

Qualifications

Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required. Previous budgeting and forecasting experience. Ability to multi-task. Strong accounting skills and knowledge of Penn's financial systems a plus. Previous experience with academic management systems including Canvas, ExamSoft, Axium, and Course@Penn is strongly preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Dental Medicine

Pay Range

$57,500.00 - $60,600.00 Annual Rate

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .

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.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn.

• Retirement: Penn offers generous retirement plans to help you save for your future.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff 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.

• 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.

• 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.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child.