PEIC Research Administrative Coordinator

Pennsylvania, United States
21 Dec 2020
End of advertisement period
21 Feb 2021
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.

Job Description Summary

This position coordinates research administrative activities in support of the Principal Investigator, Project Manager and other key stakeholders. May provide support for multi-year grant proposals and renewal process. Will coordinate data collection, quality control, storage and management. Maintains database for efficient information management and reporting. Participates in research team meetings to problem solve follow-up challenges with the intent to improve the quality of data obtained. Participates in reporting and dissemination activities related to research findings. Assists with manuscript preparation and dissemination of results. May also coordinate special research projects and meeting as needed. The research duties include telephone screening participants for study eligibility, communicating with PIs and study coordinators on potential study participants for study assignment, coordinating and conducting community outreach activities, ensuring data completeness, maintaining research files, providing information to participants regarding research protocols and procedures, data collection and data entry.

Job Description

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.

The Research Administrative Coordinator provides high-level, lead research and administrative support with limited supervision to the Pennsylvania Early Intervention Center (PEIC) Co-Directors, Manager, Program Evaluation Data Analyst and Coordinator, Community Outreach Coordinator, Education and Tele-Therapy Manager and affiliated faculty and staff, as needed. Responsibilities include managing the PEIC team’s complex meeting schedules and representing PEIC leadership to external FEP contacts, as well as University, Health System, School and Department officials, faculty and staff. They will assist in creating and managing Internal Review Board (IRB) submissions and associated physical/electronic study binders, tracking human research subject trial participation and be the lead contact for FEP research initiatives. They will administer and train other staff to administer Computerized Neuropsychological Batteries (CNB) to FEP program participants. They will assist in preparing and submitting grant proposals for federally funded and industry sponsored research. Continued responsibilities include implementing, with great autonomy, administrative processes and projects that support the PEIC including management of logistics and other aspects of the PEIC's committees, and carrying out special projects in support of the PEIC's mission; managing office documents and information; composing, typing, editing and/or reviewing correspondence and other written materials; preparing complex executive presentations; assisting faculty with inquiries and PEIC procedures; and compiling PEIC data for reporting to sponsor. They will perform advanced administrative support functions including: maintaining calendars and scheduling appointments; coordinating meetings, presentations and conferences; handling travel, lodging, and related arrangements; compiling and distributing correspondence, agendas, minutes, memoranda, reports, and related materials; obtaining signatures as necessary; monitoring follow-up and/or response for all administrative items; filing paper and electronic documents; initiating the processing and tracking status/outcome of all PEIC related expenditures, including obtainment of quotes and invoices; and requesting and compiling data related to PEIC grant deliverables into databases. The Research Administrative Coordinator will assist the director with Human Resource operations including posting positions, recruiting of staff, orienting new employees, and maintaining staff files. S/he will be responsible for daily office operations including, space management and oversight of maintenance/environmental service and office supply needs. The Research Administrative Coordinator supports the PEIC Director, Co-Director, Manager and leadership/management team and is the main contact with the Department Business Office. The Research Administrative Coordinator reports to the PEIC Center Manager.


H.S. Diploma or GED Required, with 5-7 years of related experience or equivalent combination of education and experience. Strong oral and written communication skills required. Advanced skills in Word/Excel/Outlook/Microsoft Office Suite and ability to effectively use the Internet required; familiarity with Mac computers/operating systems preferred. Familiarity with First Episode Psychosis and related research experience preferred. The position requires someone with a proven track-record in taking initiative, excellent organizational, problem-solving skills, interpersonal skills, and the ability to thrive in a fast-paced environment with competing deadlines and priorities, whether working autonomously or as part of a team. The Research Administrative Coordinator must be able to exercise sound judgment and discretion in working with confidential and sensitive matters. Knowledge of Concur and the University of Pennsylvania environment, and global health interest/experience are highly desirable. Position contingent on continued funding.

Working Conditions

Office, Library, Computer Room

Physical Effort

Typically sitting at desk or table

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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