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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.
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Posted Job TitleFaculty Affairs and HR Coordinator, School of Nursing, Office of Faculty Affairs, HR & OD (Hybrid Eligible)Job Profile TitleCoordinator BJob Description SummaryPenn Nursing (https://www.nursing.upenn.edu/) is one of the world's premier nursing schools. With the only Ivy-League undergraduate nursing program in the country and multiple top-rated graduate programs, our experts and leaders have been leading to a healthier, more equitable future by advancing science, shaping policy, promoting equity, demonstrating practice excellence, and preparing leaders in the discipline of nursing for over a century. Our community is committed to creating a culture that values integrity, social justice, innovation, inclusion and impact, with the school's Guiding Principles serving as a beacon for how we learn and work together.Planning and Support for Recruitment and Appointment Processes and Offboarding
Interface with Directors, Associate Directors, and various offices to facilitate hiring process, ensuring accuracy, efficiency and that deadlines are met.
Coordinate appointment processes for faculty and academic support staff positions in collaboration with key players.
Coordinate the faculty search process in collaboration with the Chair of the Faculty Search Committee, the Department, Chief People Officer and Director/Lead of Faculty Affairs
Attend Faculty Search Committee meetings and takes minutes.
Provide logistical support pre and post faculty recruitment visits including but not limited to coordinating with the Dean's Office and members of DAG to schedule visits, communicating with candidates to select visit dates, preparing itineraries for faculty visitors; posting and distribution of advertisements for visits, escorting candidates to all appointments inside and outside of the School, arranging for transportation and other travel arrangements for candidates, making reservations, processing reimbursements, placing orders and send out post visit surveys.
Schedule interviews and greets candidates as needed
Assist with the hiring processes for students and temps by partnering with Associate Directors, hiring officers and Payroll process candidates in Workday.
Manage exit interview data by tracking themes and preparing reports for Chief People Officer
Track new hires, promotions, and departures and update SharePoint site with new info on a monthly basis
Plan retirement communications and acknowledgments
Oversight of Onboarding Process
Design and manages a comprehensive onboarding program for all new employees
Ensure all new employees complete the University onboarding process including the I-9 verification and that they get set-up to access University resources, e.g. Penn Card, benefits information, etc.
Partner with the hiring manager to coordinate School resources such as tech account, list serve updates, office space, database updates, training, equipment/supplies, etc.
Assist hiring manger with building and executing an onboarding plan by using checklists and tools
Facilitate the onboarding process for all new faculty hires including but not limited to collection of transcripts, licenses and certifications, general information sheet, and any other necessary new hire documentation.
Meet with new hires to orient to them to the School by sharing information such are structure, mission, vision and strategic goals; key policies and procedures, benefits, wellbeing program, learning and development opportunities, etc., and respond to questions.
Advise employees on HR policy and processes such as time and leave policies, general benefits questions, tuition, perks of Penn, performance review process, etc.
Coordinate bi-annual leadership meet and greet with the Program Coordinator for the Vice Dean of Admin and Finance
Maintain current knowledge of Penn Faculty and HR policies and procedures and School and University organizational structure and policies and procedures.
Match new employees with buddies within in the School and around the University (work with Chief People Officer and the Hiring Manager)
Provide support and counseling to employees on performance and employee relations issues as appropriate and utilizing sound judgment.; refers complex matters to Department Leadership
Liaison with the Business Office regarding unresolved payroll issues or changes in payroll distribution.
Survey new employees to gather feedback on their experience
Celebrate employees' work anniversaries with the School
Assist with Contracting, Compliance and Information Management
Coordinate the academic support staff/adjunct faculty contract process in collaboration with key players by generating a high volume of contract agreements
Track contracts to ensure execution.
Maintain personnel files for all employees and ensure receipt of updated materials for faculty (CV, transcripts, licenses, certifications, etc) and staff (resume, certifications, etc.)
Gather information for shared employment arrangements with clinical agencies.
Generate Clinician Educator agreements for the Dean's signature.
Assist with the collection and maintenance of regulatory and accreditation record-keeping for faculty and collaborates with the Office of Academic Affairs in the preparation of requisite reporting, e.g. SBoN, AACN, etc.
Provide for accurate record maintenance of teaching contracts.
Track employee hybrid and virtual work arrangements on a bi-annual basis
Monitor faculty re-employed beyond retirement
Assist employees with various types of employment verifications
Help prepare reports by gathering and organizing relevant information ensuring accuracy and timeliness
Process Clinical Associates in partnership with the Depts. and OAA and ensure they receive the appropriate University access to systems and resources
Support of Faculty Governance
Coordinate logistics for faculty committees in support of Chief People Officer and Directors
Attend and takes minutes at Faculty Senate meetings.
Schedule in person and virtual meetings each year
Order lunch and provide logistical support for each monthly meeting.
Coordinate the annual committee election and appointment processes providing extensive support to the Nominations and Committee Appointments Committee.
Coordination of Wellbeing, Learning and Development, and Organizational Development Initiatives
Plan and coordinate events by establishing project plans, obtaining space, ordering food, promoting events, leading day of management (set up, event management, break down) and completing post event tasks
Facilitate wellness and learning and development programs
Support the School's Justice, Equity, Diversity and Inclusion Initiatives by designing and leading programs and initiatives
Coordinate recognition related activities
Oversee the annual service recognition and gift process
Support School committees and taskforces
Find opportunities to track and recognize the achievements of employees
Management of Daily Operations of the Department and Assistance with Special Projects
Serve as the first point of contact by answering the phones and emails, and also greeting and corresponding with visitors
Provide general administrative support as needed
Maintain current and accurate online (public and SharePoint site) information for the Department
Send communications on behalf of the Department
Coordinate newsletters and department communications
Procure goods and services for the Department by using the appropriate purchasing methods
Assist Chief People Officer with tracking expenditures
Support Chief People Officer and Directors with special projects
Supervise work study students by assigning and tracking work, and ensuring hours are accurately recorded and approved
Serve as a Penn Community Administrator
Develop, recommend and implement improvements to systems and procedures.
Maintain a working knowledge of Workday, Ben Financials, Contracts database, DocuSign, Qualtrics, Survey Monkey and other relevant tech tools
Participates in opportunities for professional growth and relationship building.
Perform additional duties as assigned
Targeted Pay Range: $55,000 - $65,000
This Targeted Pay Range is only applicable to this job posting. All 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.
Qualifications
Bachelor's degree with 2-3 years progressively responsible administrative experience or equivalent combination of education and experience. Prior experience coordinating multiple projects with extensive follow-through needed. This position requires initiative, sound judgment and organizational savvy with the capacity to exercise discretion in working with highly confidential and sensitive matters. A strong customer service orientation is essential. Knowledge of University policies and procedures including Faculty Handbook and HR policies is highly desired.
Excellent interpersonal skills with a focus on providing high-quality service. The successful candidate will be a team player who possesses superior organizational and interpersonal skills with the ability to thrive in a fast-paced environment with competing deadlines and priorities. Strong verbal and written communication skills with the ability to compose and edit written communications essential. (Writing samples are required). A systems thinker with a results orientation is needed. Demonstrated ability to develop systems and procedures and provide a high level of solution driving problem solving required. Ability to handle confidential information with great sensitivity and discretion required. Strong PC skills in MS Office, database management and related systems. Familiarity with Workday, Interfolio and other University systems a plus but not required.
Working Conditions
Office, library, computer room
Physical Effort
Typically sitting at a desk or table. Must be able to lift up to 25 lbs.
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.
Department / SchoolSchool of NursingPay Range$43,919.00 - $66,183.00Salary 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
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