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.

Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator serves a diverse set of functions consisting of primary administrative support and coordination to the PIs and administrative leadership of Division of Infectious Diseases. Generate Travel and other reimbursement report using Concur. Serve as a default reviewer and a liaison for question and concerns regarding travel and reimburse policies. Enter purchase orders, process invoices and non-PO payments, run and reconcile reports, correct transactions for specific grants as assigned.

The coordinator will schedule appointments and maintain calendars. Schedule meetings for internal and external staff, collaborators, funders, and others as needed. Prepare communications, such as memos, emails, reports and other correspondence. Coordinate travel to meetings, presentations and collaborative events and process reimbursement reports. Plan a variety of departmental meetings and events, including space, hotels, food, gifts and transportation. Prepare communications, such as memos, emails as well as other projects as assigned.

This role requires excellent interpersonal skills and the ability to interact effectively with faculty, as well as the ability to exercise discretion in working with confidential and sensitive matters. Excellent verbal and written communication. Other Penn Medicine duties as assigned. The position is hybrid.

• Manage & maintain Principal Investigators complex calendar; schedule small and large meetings as assigned.
• Schedule travel to meetings, presentations, and collaborative events.
• Plan local meetings and events, including space, hotels, meals, and transportation. Arrange travel and process travel reimbursement reports for specific faculty reimbursement.
• Generate Travel and other reimbursement report using Concur. Serve as a default reviewer and a liaison for question and concerns regarding travel and reimburse policies.
• Coordinate and request Penn Card for incoming staff.
• Enter purchase orders, process invoices and non-PO payments, run and reconcile reports, correct transactions for specific grants as assigned. Generate monthly grant reports for all PIs in the division using UPENN financial systems. Identify and correct any wayward generated in the monthly basis.
• Other duties as assigned.

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

Philadelphia, Pennsylvania

Perelman School of Medicine

$21.15 - $21.15 Hourly Rate

The University of Pennsylvania is an equal opportunity employer. Candidates are…