Periodontics Department and Academic Manager - Penn Dental Medicine

Periodontics Department and Academic Manager - Penn Dental Medicine

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
Periodontics Department and Academic Manager - Penn Dental Medicine

Job Profile Title
Manager B, Academic Affairs, Academic Administration

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.

Job Description

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.

Other duties and responsibilities as assigned. Provide and maintain expertise in innovative solutions focused on the responsible stewardship of Penn Dental Medicine and its community experience.

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
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

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.

Special Requirements
Background checks may be 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


Equal Employment 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.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Dental-School-Evans-Building/Periodontics-Department-and-Academic-Manager---Penn-Dental-Medicine_JR00112177









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