ADMINISTRATIVE COORDINATOR

Posting Details

Posting Details

Reference Number 40-27486
Posted Job Title ADMINISTRATIVE COORDINATOR
School Name Perelman School of Medicine
Org NE-Neurology
Posted to the Web 12/06/2017
Posted Job/Salary Grade 025
Employment Type Non-Exempt
Hours 40.00
Position Type Full Time
Position Schedule 8:00am-5:00pm
Months 12
Position Length Contingent Upon Funding
Position End Date
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. http://www.med.upenn.edu/

Duties

The Center for Neuroengineering and Therapeutics (CNT) works to develop and test new devices that can restore brain and nervous system function after it has been lost to disease or disability. The Administrative Coordinator will provide independent administrative support for the Director and faculty of the CNT and will also engage with faculty, staff, and students. This position assures smooth operation of day-to-day business and administrative needs for the CHT.

Responsibilities and Duties include:

1. Support will include but will not be limited to: management of the Director’s academic calendar, coordination of meetings, seminars, and conferences for the CNT, all of which require interaction with individuals from all levels of the University
2. Manage and prepare correspondence for the Director via email, telephone, and other professional communication. Must be done effectively and professionally, while independently prioritizing and assessing appropriateness of requests for calls, meetings, and travel commitments
3. Work with grants administration in the business office to assist with grant proposals, progress reports, and communication with collaborating research sites. Maintain up-to-date grant documents such as CVs, Bio sketches, Other Support pages, and other information for grant submissions
4. Manage ordering research supplies, lab supplies, and software licensees using BEN Financials, ProCard, and other systems. Ensure expenditures are accurate, appropriately documented and complete
5. Use conventional spreadsheets and database programs to maintain databases on CNT activities and T32 trainees and faculty
6. Facilitate and assist with travel planning, guest itineraries, and reimbursement for the Litt Lab, CNT members, and T32 Trainees
7. Maintain and edit Lab and CNT websites, email list serves, and public relations information
8. Oversee the hiring and onboarding of summer students, visitors, etc
9. Other duties and responsibilities as assigned

Qualifications

The minimum of a High School diploma and 5 years of administrative and/or professional experience, or an equivalent combination of education and experience, are required. College degree or coursework is preferred. Must be able to work independently with limited supervision, multi-task, prioritize, and possess excellent written and verbal communication skills. Must be highly organized and possess effective problem solving abilities and be detail oriented.
Must be proficient in MS Office Applications (Work, Excel, Powerpoint), and be willing to learn new technologies if not already familiar (i.e., REDCap, Keynote, website management, etc.). Interviewees will be asked for writing and technical samples.

Salary is commensurate with experience.

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
Quick Link http://jobs.hr.upenn.edu/postings/33253

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Jobs@Penn
    • Contacted by a Penn Recruiter
    • Referred by a Penn Employee
    • Referred by a friend or family member
    • Higher Education Recruitment Consortium (HERC)
    • Inside Higher Ed
    • Indeed.com
    • Other Internet Advertisement
    • Linkedin
    • Twitter
    • Other Social Media Site
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Heard about it at a conference or career fair
    • Apple One
    • Recruitment and/or staffing agency
  2. * What is your highest level of education completed?
    • Less than high school education
    • High School Diploma or GED
    • Vocational or Technical School
    • Associate's Degree or Two Year College
    • Bachelor's Degree
    • Master's Degree
    • PHD/MD/JD or equivalent doctoral degree
  3. * How many years of experience do you have related to this position?
    • 0 to 1 Year
    • 1 to 2 Years
    • 2 to 3 Years
    • 3 to 5 Years
    • 5 to 7 Years
    • 7 to 10 Years
    • Over 10 Years
  4. * Do you have previous experience with REDCap, KeyNote, and website management tools?
    • Yes
    • No
  5. * Do you have excellent Microsoft Word, Excel, and PowerPoint skills? (Samples will be requested for candidates invited to interview.)
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter