Job Details

Dean's Office Coordinator

Position Number: 6336318
Location: Philadelphia, PA
Position Type: Deans - Medicine

Dean's Office Coordinator

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
Dean's Office Coordinator

Job Profile Title
Coordinator, Program

Job Description Summary
The Dean's Office Coordinator, Dean's Suite, plays a pivotal role in supporting executive-level operations at Penn Dental Medicine. Reporting to the Associate Dean of Administration and Chief of Staff, this position provides high-level administrative and clerical support to senior leadership, with a particular focus on coordinating recruitment efforts for senior faculty and leadership roles, managing faculty affairs processes, and organizing key Dean's Office events. The ideal candidate will bring exceptional organizational skills, discretion, and a proactive approach to supporting the mission and strategic initiatives of the Dean's Office.

Job Description

Faculty Affairs & Executive Recruitment Support- 35%

The Dean's Office Coordinator will play a lead administrative role in supporting the recruitment of senior faculty and leadership positions at Penn Dental Medicine under the direction of the Associate Dean of Administration and COS. Key responsibilities include:

Providing logistical and clerical support for search processes for senior faculty and leadership roles.
Coordinating search committee meetings, candidate interviews, itineraries, travel, and reimbursement processes.
Managing confidential documentation, including candidate materials, evaluation forms, correspondence, and offer letters.
Tracking progress across multiple concurrent searches and maintaining a high level of discretion and accuracy.
Working closely with the Associate Dean/COS and Associate Director of Faculty Affairs in supporting the clerical needs of the annual Faculty Affairs processes, including reappointments, evaluations, promotions, and compliance tracking.
Maintaining secure filing systems and databases relevant to recruitment and academic administration.

Administrative and Executive Support - 30%

Providing direct administrative assistance to the Associate Dean/ COS, Associate Dean/CFO, and Assistant Dean of Intramural Practice & Extramural Partnerships.
Managing calendars, coordinating high-level meetings, booking travel, processing expenses, and preparing briefing materials.

Extramural Agreements Support- 15%

Supporting the administration of Memoranda of Understanding (MOUs) and affiliation agreements, including communication with Penn Global and external partners under the direction of the Assistant Dean of Intramural Practice & Extramural Partnerships.

Maintaining the School's agreement tracking database and supporting special projects as assigned.

Dean's Office Event Coordination - 15%

Assisting with logistics for leadership meetings/retreats, faculty and staff recognition events, recruitment-related visits, and strategic planning sessions.
Coordinating secondary event details such as scheduling support, catering arrangements, RSVP tracking, materials preparation, and on-site setup.
Collaborating with internal departments and external vendors to ensure seamless execution
Supporting documentation and follow-up by capturing meeting outcomes/minutes and tracking action items as directed.

Office Operations and Executive Team Support - 5%

Supporting general in-person office operations in the Dean's Suite, including answering calls, greeting visitors, and maintaining office organization and supply needs.
Participating as a collaborative member of the Dean's administrative team and providing backup support for other areas as needed, including backup support to the Dean's Executive Assistant.

Qualifications and Skills

A Bachelor's degree and 2 - 3 years of relevant experience, or an equivalent combination of education and experience is required.
Proven experience managing sensitive and confidential information with professionalism and discretion.
Demonstrated ability to support high-level recruitment and academic administrative processes.
Excellent organizational skills and attention to detail.
Strong interpersonal communication and event coordination abilities.
Ability to manage multiple priorities, anticipate needs, and operate independently within a collaborative environment.

Personal Attributes

The ideal candidate will bring a high level of initiative, integrity, and a service-oriented mindset to this multifaceted role. As a representative of the Dean's Suite and Penn Dental Medicine, the Coordinator must reflect the values of Penn Dental Medicine and embody a commitment to excellence and integrity.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Dental Medicine

Pay Range
$23.80 - $25.00 Hourly 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.

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---1st-Floor/Dean-s-Office-Coordinator_JR00107974-1