University of Pennsylvania ADMIN COORDINATOR in Philadelphia, Pennsylvania

ADMIN COORDINATOR Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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Posting Details

Posting Details

Reference Number 40-30100


School Name Perelman School of Medicine

Org ME-Medical Ethics

Posted to the Web 10/08/2018

Posted Job/Salary Grade 025

Employment Type Non-Exempt

Hours 40.00

Position Type Full Time

Position Schedule 9-5:30

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.


This position will provide administrative support and coordination of numerous essential functions and initiatives for the Department of Medical Ethics and Health Policy at the Perelman School of Medicine. Primary responsibilities include providing administrative support for multiple faculty members as well as for the Department’s new high-profile online educational initiatives. In supporting multiple faculty members, this position will book travel and process reimbursements, assist with planning and organizing meetings, conferences and special events, proof documents for accuracy, and provide administrative support for research programs as needed. Approximately half of the time, this position will support the administrative implementation of our online academic and professional development programs. Working under the guidance of the Director of Online Educational Initiatives, the Administrative Coordinator will support processes and activities across the operations, communications, courses, and events of online programs. Representative tasks include: processing invoices and expenses; scheduling and coordinating logistics for the Director and Assistant Faculty Director, recording sessions, web conferences, committee meetings, and admissions and onboarding activities; supporting occasional events, such as receptions, on-campus seminar, and graduation; pulling data for course reports; facilitating communication from the Assistant Faculty Director and Program Managers, using Salesforce, throughout the learner lifecycle; pulling program reports from Salesforce; supporting establishment of and communications to the Innovation Network; and serving as a backup on a learner support team.This position will also provide important administrative coordination for the Division of Medical Ethics relative to organizing meetings, overseeing space and facilities tasks, and acting as the floor manager with respect to certain administrative responsibilities.


A High School Diploma and 5 to 7 years of experience or an equivalent combination of education and experience required. Bachelor’s Degree and minimum of 1 year of experience preferred.* Advanced organization and time management skills needed to carry out long-term projects (up to 18 months). * Familiarity with Penn procedures and systems is preferred but not required.* Demonstrated ability to support high-quality programs in a friendly, confident, service-oriented manner through interactions with internal and external constituents, whether over the telephone, by e-mail, in person, or through other means of communication. * Excellent attention to detail and written and verbal communication skills, plus proficiency in Microsoft Office Suite, are required.* Familiarity with Salesforce preferred.* Demonstrated ability to contribute solutions, implement details, and manage multiple priorities and deadlines, whether working independently or collaboratively.

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

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  • 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


  • 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

  • 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

  • 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

Applicant Documents

Required Documents

  • Resume

Optional Documents

  • Cover Letter