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Administrative Coordinator (Department of Genetics)

University of Pennsylvania
Pennsylvania, United States
Salary Not specified
Date posted
May 29, 2024

Administrative Coordinator (Department of Genetics)

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 (Department of Genetics)

Job Profile Title
Administrative Coordinator

Job Description Summary
The Administrative Coordinator will provide high-level administrative, logistical, and other support for the Institute for Biomedical Informatics. The Administrative Coordinator will be responsible for maintaining office protocols and supporting the day-to-day activities of the lab/center, including ordering and maintaining office supplies, maintaining files and databases, scheduling meetings and appointments, maintaining calendars, creating, editing and/or formatting documents, assisting in event planning, facilitating communication with relevant vendors and ancillary departments, maintaining office procedures, coordinating faculty and speaker visits, meetings, events and facilitating email correspondence. This position will provide administrative backup support for the IBI Associate Directors, when needed and work within guidelines established by Penn Procurement Services and utilize a procurement card (ProCard) to facilitate assigned purchases. Weekly submission of complete and accurate paperwork corresponding to each transaction is expected. This Administrative Coordinator is an everyday, in-office role.

Job Description

Job Responsibilities
  • General operational and administrative support for the Institute for Biomedical Informatics, including maintaining inventory lists (computers, printers, telephones, and other peripherals), maintain office supply inventory, process vendor requests and supply orders, maintain kitchen areas, placing service requests with internal and external providers, and serving as first point of contact for the Institute in-office, by telephone and email.
  • Provide administrative support to IBI, lab leadership and junior faculty by providing short- and long-term calendar support, exercising considerable independent judgment about competing and multiple demands on the executive's time; troubleshoot and resolve scheduling conflicts coordinating staff meetings, symposia and conferences; arrange complex domestic and international travel arrangements, and facilitating reimbursements for speakers, as well as proofread/edit/format/file correspondence including, but not limited to CVs, biosketches, and manuscripts.
  • Manage the daily affairs of the IBI including submitting orders, payments, and handling reimbursements for the Leadership team; utilizing BEN Financials to process requisitions for general departmental supplies; assist in coordinating facilities management needs for the executive leader's office.
  • Handle communication, inquiries, and visitors, including students and temporary staff; facilitate, provide and coordinate navigation for IBI visiting faculty recruits.
  • Other duties and special projects as assigned.

  • High School Diploma and 5 years of experience or an equivalent combination of education and experience required. Bachelors Degree preferred.
  • Position contingent upon funding

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$20.45 - $24.04 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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