Administrative Coordinator, Infectious Diseases Department

Location
Pennsylvania, United States
Posted
24 Sep 2020
End of advertisement period
23 Nov 2020
Ref
JR00023336
Contract Type
Permanent
Hours
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.

Job Profile Title Administrative Coordinator

Job Description Summary

The position provides high-level administrative support and project management to Schools/Centers.  The incumbent will engage in a wide range of activities including budget management, administrative support, interaction with students, faculty, and staff on campus and at local events.  The position also interacts with senior administrators, prospects, donors, faculty, alumni, board members, and senior government and corporate executives.  The position includes budget oversight of a wide variety of programs involving multiple travelers and currencies as well as preparing staff for domestic and international travel. Generally included in confidential, ongoing cross divisional projects as directed by the Dean/Department Leader's Office program.  The Administrative Coordinator interacts with important external constituents, and therefore must prioritize while delivering a very high level of service. Responsible for developing and maintaining communications, fielding inquiries, and guiding both graduate students and faculty through a variety of University policies, resources, and procedures.

Job Description

The Administrative Coordinator serves a diverse set of functions consisting of primary administrative support and coordination to the PIs of Division of Infectious Diseases.  The admin coordinator will schedule appointments and maintain calendars and will schedule and coordinate internal staff and other meetings and external, collaborators, funders, and others meetings. She/he will prepare communications, such as memos, emails, reports and other correspondence. Will write and edit documents from letters to reports and instructional documents. The coordinator will create and maintain filing systems, both electronic and physical.  Will schedule travel to meetings, presentations, and collaborative events and process reimbursement report and will plan local meetings and events, including space, hotels, meals, and transportation. Will generate requisitions for purchase orders for supplies, equipment, etc. for grants and projects and help with company payments. She/He will maintain logs of all ordering for the various grants and projects in the lab and assure that the materials and supplies in the office are available. Will design and publish artwork for reviews, publications, and media. The position will also assist the Grants Manager with bookkeeping and account oversight. Will support the PIs, the Program Manager and the Grants Manager to assure timely response in correspondence with media, non-scientific organizations, and for all high level communications with government, NIH, and other funders. Will prepare communications, such as memos, emails, reports and other correspondence and support the PIs and the Program Manager in the editing grant submission to improve language, quality and readability.

Duties include:

  1. Manage & maintain Principal Investigators complex calendar; Schedule small and large & arrange meetings; 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.
  2. Schedule and coordinate internal staff and other meetings and external, collaborators, funders, and others meetings.
  3. Prepare communications, such as memos, emails, reports and other correspondence. Write and edit documents from letters to reports and instructional documents.
  4. Create and maintain filing systems, both electronic and physical.
  5. Generate requisitions for purchase orders for supplies, equipment, etc. for grants, projects and division and help with company payments.  Maintain logs of all ordering for the various grants and projects in the lab and assure that the materials and supplies in the office are available.
  6. Design and publish artwork for reviews, publications, and media.
  7. Support the PI and the Program Manager in the editing grant submission to improve language, quality and readability. Support the PI, the Program Manager and the Grants Manager to assure timely response in correspondence with media, non-scientific organizations, and for all high level communications with government, NIH, and other funders; assist the Grants Manager with bookkeeping and account oversight.

Other duties 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.

Qualifications:

High School Graduate/GED and 5-7 years of experience or equivalent combination of education and experience required.

Job Location - City, State Philadelphia, Pennsylvania

Department / School Perelman School of Medicine

Pay Range $20.00 - $36.00

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.

Special Requirements

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

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