Administrative Coordinator

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Location: Hospital of the University of Pennsylvania- 3400 Spruce St 

Department: Department of Radiation Oncology

Hours: Fulltime, On-site (with limited remote work opportunities when feasible) 

Summary: The Administrative Coordinator to Operations is responsible for supporting leadership goals and strategic hospital and Health System programs. The incumbent will provide expertise in administrative and project coordination, communications, and event management. The incumbent should have a passion for building relationships and exceeding client and management expectations at all levels of the organization. The Administrative Coordinator is also responsible for providing high-level support by preparing reports, presentations, handling information requests, scheduling needs, managing confidential information and other needs as required. The incumbent must possess the ability to work with some degree of autonomy, but must also interact and function as part of the HUP Administration administrative support team.

The Administrative Coordinator to Operations is a key member of the Chief of Staff (COS) team and the Office of the Chair in the Department of Radiation Oncology. This individual provides direct operational and administrative support to the Chief Operating Officer (COO) and the Manager of Faculty Affairs (MFA), ensuring the smooth execution of daily operations, faculty recruitment and onboarding activities, and credentialing processes. The Administrative Coordinator engages regularly with executive leaders and must demonstrate a high degree of professionalism, critical thinking, and proactive problem-solving. The ideal candidate thrives in a fast-paced academic medical environment, can independently anticipate needs and competing priorities, and communicates effectively across all levels of the organization.

Accountabilities:

• Coordinates all calendar scheduling for COO. Ensures all logistics are complete and confirmed. Provides background material/documentation for meetings, and sends reminder of meetings to participants. 
• Collects and compiles data, and other materials for reports, presentations, budgets, correspondence, board reports, etc.; collates and assembles reports and documents as required. 
• Conducts necessary research and provides administrative support for special projects, prepares data and provides follow up.
• Attends meetings as required, participates on committees as requested, and provides necessary follow-up support to advance initiatives that support Operations.
• Draft and edit, PowerPoint presentations, scripts, talking points, leadership messages, and other communications as relates to both internal and external outreach. Ensure messages are appropriately written for targeted audiences.
• Plan, edit and write content for a variety of internal communications mediums, such as a staff intranet, newsletters, or regular email bulletin.
• Ensure internal communications messages are consistent across all mediums and for different departments of the organization.
• Makes travel arrangements and prepares travel advance and expense reports, reconciles travel documents.
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures.
• Other duties as assigned to support the unit, department, entity, and health system organization.
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures.
• Other duties as assigned to support the unit, department, entity, and health system organization.

COO Calendar & Schedule Management:

• Serve as the primary manager of the COO's calendar, ensuring timely and strategic scheduling of meetings, appointments, and commitments. 
• Prioritize and triage meeting requests, exercising sound judgment to balance the COO's need for dedicated meeting time with adequate time for follow-up work and strategic thinking. 
• Think critically across daily, weekly, and monthly horizons to maintain a balanced, manageable schedule for the COO, proactively identifying and resolving conflicts. 
• Anticipate scheduling needs and adjust proactively. 

Faculty Recruitment Support:

• Collaborate with the Manager of Faculty Affairs to coordinate recruitment activities for faculty physicians and physicists.
• Develop comprehensive interview-day itineraries for prospective candidates, including scheduling interview meetings with key stakeholders, reserving conference rooms, ordering meals, and arranging logistics.
• Serve as a day-of point of contact for candidates, escorting them throughout the department and ensuring a seamless, professional interview experience. 

Faculty Onboarding Support:

• Partner with the Manager of Faculty Affairs to coordinate onboarding activities for newly hired faculty.
• Build onboarding schedules with key departmental leaders and personnel, ensuring new faculty are introduced to essential contacts, resources, and workflows in a structured and welcoming manner. 

Credentialing Support:

• Serve as a back-up to the Manager of Faculty Affairs for physician and Advanced Practice Provider (APP) credentialing activities, ensuring continuity and compliance with institutional requirements. 

COS Team & Office of the Chair Support:

• Function as an engaged and collaborative member of the COS team, contributing to a variety of projects, initiatives, and ad hoc requests as needed.
• Interact regularly and professionally with executive leaders, faculty, and staff across the department.
• Support departmental events, communications, and special projects as assigned. 

Education and Experience:

• High School Diploma/GED AND 3-5 years of experience working with leadership in an academic healthcare or complex system environment

Skills and Abilities: 

• Proficiency is required including Microsoft Office Suite
• Detail oriented. Excellent organizational, interpersonal and communications skills essential.
• Ability and experience coordinating the activities and deliverables of multiple stakeholders from various areas in an organization
• Demonstrated experience in evaluating, managing the development of, and implementing projects (preferred)
• Demonstrated knowledge of healthcare operations and systems desired (preferred)
• Ability to work successfully in a matrix managed environment (preferred)
• Able to deliver clear and concise product presentations and to write clearly and effectively
• Must have ability to work in a fast-paced environment, to handle multiple priorities, while being highly organized, and to work under strict deadlines. Problem solving initiative to resolve situations.
• Ability to analyze situations, determines their significance and plans appropriate course(s) of action
• Demonstrated ability to develop effective partnerships across the organization at all levels.
• Adobe Creative Cloud Applications (preferred)
• Communications management software (preferred)
• Strong critical thinking and problem-solving skills with the ability to work independently and anticipate needs.
• Excellent time management skills and ability to balance competing priorities in a dynamic environment.
• Outstanding written and verbal communication skills, with comfort engaging executive-level leaders.
• High degree of professionalism, discretion, and reliability.
• Experience with survey platforms such as Qualtrics or SurveyMonkey (preferred)
• Familiarity with calendaring/scheduling tools such as Calendly and/or QGenda (preferred)
• Experience with Canva or similar design tools (preferred)
• Prior experience in an academic medical or healthcare setting (preferred)

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.