Administrative 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

Administrative Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

To provide administrative support to departmental faculty, including but not limited to, Vice Chairs and Program/Medical Directors. Duties will include advanced level support of faculty and special projects, coordination of academic events, maintaining schedules and/or other academic project management responsibilities.

Job Description

Job Responsibilities

1. Provide advanced-level administrative support for one or more departmental Vice Chairs and/or Senior Level Faculty Leaders

• Manage calendars; ensure that all logistics are complete and that all appropriate background documentation is provided for all meetings.

• Schedule and support high level meetings involving Vice Chair, Faculty Leadership and other senior constituents within, and external to, the department; prepare minutes as appropriate, in a timely manner.

• Ensure that all correspondence, written materials, documents are prepared in timely manner for review and distribution to meet all deadlines. Also ensure that all documents are filed securely and appropriately.

• Serve as liaison and interface to University, UPHS, PSOM and Department administrative units, as well as national and international affiliations.

• Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.

• Manage travel and reimbursements for national and international meetings and invited lectures.

1. Provide administrative assistance to support select departmental faculty academic activities for 12-15 faculty members.

• Manage calendars and assist with meeting preparations.

• Coordination of faculty travel arrangements and processing of appropriate reimbursements, including journal subscriptions and membership dues. Manage and process licenses and expenses related to academic activities.

• Coordinate complex expense reporting to ensure proper reimbursement from outside agencies and organizations as well as University/UPHS administration.

• Maintain background documentation for and assist with preparation of various reports for select faculty and related department initiatives.

• Support academic activities of faculty to include assisting in preparation of grants, manuscripts, presentations; conduct literature searches; maintain FEDS, current CV/Bibliography and Biosketch

1. Provide support for departmental events. Responsibilities include:

• Maintain records in Departmental database (DERMIS).

• Assist in coordination of Departmental events to include sending invitations, collecting RSVP’s, securing venue/catering arrangements with internal and external offices/vendors.

• Perform standard office functions to include answering phones, screening and triaging messages as appropriate; opening and sorting incoming mail; preparing correspondence; confirming appointments; scheduling meetings; organizing and maintaining files.

• Provide support to the Chair, Chair’s office team and COO daily.

1. Provide academic-focused administrative support to specific program(s), such as those listed below or another deemed a priority by department leadership:

• Dermatopathology

• Clinical Programs, such as PennDOC, Derm Surgery, General Dermatology, etc.

• Clinical Research Program, such as Autoimmune Program, Center for Clinical Sciences in Dermatology, and Clinical Studies Unit.

• Basic Research Program\

• Educational Program, such as Duhring educational conferences and lectureships

1. Provide administrative assistance to support Departmental activities. Responsibilities include:

• Provide back-up support for other team members during periods of increased activity, vacations, or other types of absences.

• Perform additional duties as assigned.

Duties

Responsibilities will include providing advanced level administrative support to faculty in varying ranks and tracks. The Administrative Coordinator will manage complex schedules and coordinate travel; process reimbursements; assist with items related to grant, manuscripts and presentations; maintain faculty CVs, NIH biosketches and bibliography; maintain departmental database containing departmental contacts’ profile information; assist in completion of duties related to special departmental projects and events. In addition, this position will provide academic-focused administrative support to specific programs, support compliance initiatives, annual events and communications as needed. The Administrative Coordinator will also perform standard office duties, such as answering phones, scheduling and coordinating meetings, screening and triaging requests, managing correspondence, inventory and ordering supplies, processing purchase orders, maintaining files and records. Seeking candidates with strong customer service approach, outstanding communication skills, advanced organizational skills and professional demeanor.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.

Some college course work required, bachelor’s degree preferred. Minimum of 3-5 years’ experience as Administrative Assistant or comparable position in high volume, professional office environment. Must be detail-oriented, possess excellent communication and organizational/time management skills, and be able to handle multiple tasks with simultaneous deadlines. Must be able to represent the office and department in a highly professional manner, maintain confidentiality at all levels and work with diverse constituencies. Must be proficient in various computer software products (MS Teams, Word, Excel, PowerPoint, Outlook, Canva, Adobe, Zoom, etc.).

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$21.52 - $31.25 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.

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The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. 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.