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. 

2. 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

3. 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.<