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 EHRS Administrative Coordinator at the University of Pennsylvania is responsible for supporting the operational, HR, and general office functions within the Environmental Health and Radiation Safety (EHRS) division. This role includes managing hazardous waste manifests, coordinating medical clearances, processing various administrative requests, maintaining office supplies and equipment, assisting with onboarding and offboarding, and supporting the coordination of meetings and events. The position ensures smooth administrative operations and efficient communication within the EHRS team and with external stakeholders.

Job Description

Job Responsibilities 

• Operational Support - Scan hazardous and radiological waste manifests and enter them into SharePoint. Process accident/incident reports for review and follow-up by EHRS staff. Process conference registrations, professional membership, and credentialing renewals. Process submissions for Bloodborne Pathogen and Exposure Control Plans from laboratories and upload to the BioRaft database. Coordinate vehicle service, inspections, insurance, repairs, purchasing, and maintain the WEX report for the department. 

• Administrative Coordination - Process Radiation Safety Training uploads. Process and distribute emails from the EHRS@EHRS inbox (including training and resource requests, incident reporting). Process and send out laboratory signage and label requests. Send and manage official correspondence letters to federal and local regulatory agencies. Send out shipping training certifications to laboratory staff who have successfully completed training. 

• Procurement and Supplies Management - Purchase office supplies and other required equipment for EHRS staff. Coordinate departmental shipping of letters, equipment, etc. Maintain office supplies, equipment (copier, projectors, water/ice machine), and coffee/kitchen items. 

• Meeting and Event Coordination - Assist with coordinating internal and external EHRS meetings (doodle poll, calendar invitations, conference room reservations, food, and logistics). Assist with the coordination of all-office events such as town halls, professional development sessions, and celebrations. 

• HR Support - Coordinate candidate interviews. Coordinate onboarding and offboarding of EHRS staff (office space, phy