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

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.

Job Description

Job Responsibilities

Manage & maintain Principal Investigators complex calendar;
Schedule small and large & arrange 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.

CONTINGENT UPON FUNDING

Qualifications

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

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$21.15 - $21.15 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…