Admin Coordinator

Pennsylvania, United States
12 Oct 2018
End of advertisement period
12 Dec 2018
Contract Type
Full Time

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.

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.

School/Center Overview    

The Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the School has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education.


This position will provide administrative support and coordination of numerous essential functions and initiatives for the Department of Medical Ethics and Health Policy at the Perelman School of Medicine. Primary responsibilities include providing administrative support for multiple faculty members as well as for the Department’s new high-profile online educational initiatives. In supporting multiple faculty members, this position will book travel and process reimbursements, assist with planning and organizing meetings, conferences and special events, proof documents for accuracy, and provide administrative support for research programs as needed. Approximately half of the time, this position will support the administrative implementation of our online academic and professional development programs. Working under the guidance of the Director of Online Educational Initiatives, the Administrative Coordinator will support processes and activities across the operations, communications, courses, and events of online programs. Representative tasks include: processing invoices and expenses; scheduling and coordinating logistics for the Director and Assistant Faculty Director, recording sessions, web conferences, committee meetings, and admissions and onboarding activities; supporting occasional events, such as receptions, on-campus seminar, and graduation; pulling data for course reports; facilitating communication from the Assistant Faculty Director and Program Managers, using Salesforce, throughout the learner lifecycle; pulling program reports from Salesforce; supporting establishment of and communications to the Innovation Network; and serving as a backup on a learner support team.
This position will also provide important administrative coordination for the Division of Medical Ethics relative to organizing meetings, overseeing space and facilities tasks, and acting as the floor manager with respect to certain administrative responsibilities.


A High School Diploma and 5 to 7 years of experience or an equivalent combination of education and experience required. Bachelor’s Degree and minimum of 1 year of experience preferred.
* Advanced organization and time management skills needed to carry out long-term projects (up to 18 months). 
* Familiarity with Penn procedures and systems is preferred but not required.
* Demonstrated ability to support high-quality programs in a friendly, confident, service-oriented manner through interactions with internal and external constituents, whether over the telephone, by e-mail, in person, or through other means of communication. 
* Excellent attention to detail and written and verbal communication skills, plus proficiency in Microsoft Office Suite, are required.
* Familiarity with Salesforce preferred.
* Demonstrated ability to contribute solutions, implement details, and manage multiple priorities and deadlines, whether working independently or collaboratively.

Affirmative Action Statement    

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.