Administrative Coordinator - (Division of Epidemiology)

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 - (Division of Epidemiology)

Job Profile Title
Administrative Coordinator

Job Description Summary
The Division of Epidemiology and the Department of Biostatistics, Epidemiology, and Informatics is seeking an Administrative Coordinator. This role is essential in providing professional administrative coordination and support for the Center for Clinical Epidemiology and Biostatistics (CCEB). The role requires tact, diplomacy, and discretion in handling a wide variety of complex and sensitive issues. This position demands professionalism, accountability, and adaptability in a rapidly changing, fast-paced environment.

Through the effective execution of diverse and multi-faceted administrative duties, this position supports three key areas of work: 1) Administration, 2) Research Activities, and 3) Communications.

Job Description

PRINCIPAL POSITION RESPONSIBILITIES/DUTIES:

Below are the major tasks and responsibilities, with essential functions denoted by an asterisk (*).

1. Administrative Support (60%)*:

• Provide administrative support for several CCEB faculty members.
• Manage faculty schedules and calendars, coordinate meetings, and arrange travel and conference logistics.
• Update and maintain CVs, Faculty Expertise Database (FEDS), and biosketches.
• Provide course support, including managing online course sites and assisting with formatting manuscript drafts for journal submission.
• Plan and take detailed minutes during teleconferences and face-to-face meetings.
• Provide administrative support during faculty meetings and seminars, including setup, note-taking, and logistical coordination.

2. Research Support (20%)*:

• Assist with research activities, including managing article references and online manuscript submission processes.
• Submit and manage supply orders, subscriptions, and travel reimbursements for research projects.
• Order new computers and other equipment for research staff and projects.

3. Communications and Website Management (20%)*:

• Promote the work of CCEB faculty and research groups through websites, newsletters, blogs, and social media platforms.
• Maintain and update a website to disseminate research findings and activities.
• Develop and implement communication strategies to support the visibility of research efforts.

Key attributes and strengths needed to succeed in this position:

• Keen ability to work independently, show initiative, and take ownership.
• Natural problem solver with a bias to action.
• Excellent judgment, poise, and professionalism
• Ability to re-prioritize tasks and support teams based on frequently changing needs and move forward even when faced with ambiguity.
• Appreciates and enjoys bringing a high level of detail to tasks.
• Prefers to collaborate with others rather than working alone.
• Natural relationship builder.
• Drive to see what is coming around the next corner and plan for what ifs.
• Enjoys communications and social media projects

Qualifications

H.S. Diploma or GED required, with 5-7 years of performing administrative duties or equivalent combination of education and experience. Bachelor's degree preferred. Strong knowledge of social media and website management is strongly desired. The ideal candidate will have strong qualifications in written and verbal communication skills, administrative management, the ability to work independently and with others, the ability to work with multiple partners at all levels. Candidate must be proficient in the full suite of Microsoft Office, including Excel and PowerPoint.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$20.45 - $26.44 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.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be 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.
  

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay


To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Blockley-Hall/Administrative-Coordinator----Division-of-Epidemiology-_JR00102724-1









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