Associate Director of Faculty Affairs

Associate Director of Faculty Affairs

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
Associate Director of Faculty Affairs

Job Profile Title
Associate Director C, Academic Affairs, Faculty Affairs

Job Description Summary
The Associate Director of Faculty Affairs is a key leadership position responsible for overseeing and managing various aspects of faculty affairs, including faculty recruitment, onboarding, off-boarding, annual faculty reporting, compliance and accreditation. This role reports directly to the Chief of Staff and Sr. Director of Faculty Affairs and Executive Support and requires collaboration with multiple departments, including academic/clinical departments, Human Resources, Fiscal Operations, and school and senior leadership, to ensure effective management of faculty affairs processes. The Associate Director will serve as the initial point of contact and subject matter expert for faculty and Department Chairs related to faculty initiatives and procedures. This role is responsible for directing efforts to ensure compliance with institutional policies, while maintaining a focus on customer service and process improvement. This position will lead ongoing training and support efforts for the School's department administrators related to faculty affairs.

Job Description

Key Responsibilities:

Faculty Appointments and Promotions

• Lead the administration of faculty appointment, reappointment and promotion processes, including the compilation of dossiers, coordination and support of faculty personnel committee meetings, and communication of outcomes for full-time and part-time faculty.
• Act as a strategic advisor to faculty and departments in the preparation and submission of appointment, reappointment and promotion materials ensuring alignment with institutional standards and timelines.
• Monitor, track, and report on the progress of all faculty appointment, reappointment, and promotion processes, taking proactive steps to ensure the timely and accurate completion of all required steps.
• Serve as the authoritative expert on faculty policies and procedures for the Department Chairs and faculty, including strong proficiency of the Penn Faculty Handbook.
• Liaise with the Office of the Vice Provost for Faculty (OVPF) on high-level faculty matters related to the appointment and promotion process.
• Represent the School of Dental Medicine on OVPF committees and projects, exercising leadership to influence outcomes and drive initiatives.
• Lead and develop training programs for department administrators, empowering them with the knowledge and tools necessary to effectively manage faculty appointment and promotion procedures.

Faculty Recruitment and Selection

• Provide high-level leadership in the faculty recruitment process, offering strategic guidance on recruitment policies and procedures to hiring departments.
• Ensure compliance all aspects of faculty recruitment, including job postings, search documentation, candidate communications, University recruitment policies, University AA/EEO guidelines.
• Develop and maintain systems for tracking applicants and managing the recruitment process in collaboration with department chairs and key stakeholders.
• Attend and contribute as a key resource in Faculty Search Committee meetings, serving as the subject matter expert on faculty recruitment policies and procedures, and ensuring search committee members are fully trained and compliant.
• Create orientation resources for new hire faculty so they are informed and in compliance with University and School administrative policies and procedures.
• Collaborate strategically with Search Committee Chairs to determine best practices for interviewing, tailored to the specific requirements of the role and faculty track.

Faculty Onboarding and Off-boarding

• Lead and manage the onboarding and off-boarding processes for faculty members, ensuring seamless transitions and adherence to university policies.
• Develop and lead training programs for department administrators to ensure timely completion of onboarding and offboarding procedures for part-time faculty.
• Oversee the development and tracking of offer letters, contract renewals, and adjustments, ensuring timely processing and resolution.
• Serve as primary liaison for HR and Fiscal Operations team for all matters related to part-time faculty contracts, including renewals and adjustments.

• Maintain and enhance critical faculty databases, personnel files, faculty email distribution lists and intranet collaboration sites.
• Identify and utilize additional reporting capabilities with Penn reporting systems for accuracy in faculty records. Develop new reporting mechanisms for School systems and databases.
• Lead compliance efforts related to faculty and provider licensure with the National Practitioner Data Bank and the PDM Office of Clinical Affairs, ensuring all requirements are met proactively.

Faculty Governance and Compliance

• Support and guide Faculty Senate leadership, developing agendas and organizing meetings, managing all logistics, and ensuring thorough follow-up to drive governance initiatives.
• Manage faculty communication channels, including all email distribution lists and the Faculty Senate intranet collaboration sites, maintaining clear and effective communication across the faculty body.
• Lead the preparation and updating of governance documents, including by-laws, mentoring guidelines, and appointment and promotions guidelines, ensuring all documentation is compliant with university policies and standards.
• Serve as initial contact and subject matter expert to PDM Associate Deans and Department Chairs related to PDM faculty committee policies.

Annual Reporting and Evaluation

• Lead the planning, communication, and execution of the annual faculty evaluation process, ensuring all faculty are evaluated comprehensively and consistently.
• Collaborate with the COS, CFO and Fiscal Operations to prepare salary reports and finalize annual merit increase data, independently administering records related to annual faculty extramural activity reporting and faculty self-evaluation processes.
• Track and ensure compliance with reporting requirements, providing updates and reports to department chairs and senior leadership.

Special Projects and Accreditation

• Provide high-level support to the Sr. Director of Faculty Affairs on special projects and accreditation efforts, including preparing reports and documentation.
• ​Direct departmental efforts to obtain and maintain accreditation, leading teams in the development and submission of all required documentation.

Qualifications

• Bachelors degree and 3 to 5 years of experience or an equivalent combination of education and experience is required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Dental Medicine

Pay Range
$51,824.00 - $75,000.00 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


To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Dental-School-Evans-Building/Associate-Director-of-Faculty-Affairs_JR00095558



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