Administrative Coordinator

Trustees of University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 30,000 - 47,000; Full time

Job summary

The University of Pennsylvania, a leading private research university in Philadelphia, seeks an Administrative Coordinator to provide broad administrative support to the Scientific Director of the Smilow Center for Precision Therapeutics, Co-Director and Program Manager of the Orphan Disease Center.

The role covers calendar and travel scheduling, grant administration, meeting preparation, event logistics, communications, and website updates, with potential fundraising duties and collaboration

Qualifications

• High School Grad/GE Degree with 5–7 years of related experience; Bachelor's degree preferred.
• Experience supporting senior leadership and program managers.
• Strong organizational and communication skills.

Responsibilities

• General administrative support - calendar and travel management, organizing meetings, grant administration tasks, database maintenance, meeting/report preparation, public point of contact, etc.
• Event support - planning/logistics for fundraising and community events, vendor/volunteer coordination, registration, fundraising tracking, post-event follow-up.
• Social media and communications - content creation/scheduling across platforms, community engagement, newsletters/e-blasts.
• Website management - updating news/events/research content, ensuring branding compliance, monitoring site performance.
• Perform additional duties as assigned.

Skills

Calendar management

Travel scheduling

Grant administration

Meeting coordination

Public point of contact

Education

High School Grad/GE Degree

5 to 7 years of experience or equivalent combination of education and experience

Bachelor's Degree preferred

Job description

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

Job Profile Title

Administrative Coordinator

Job Description Summary

Position provides general administrative support to the Scientific Director of the Smilow Center for Precision Therapeutics, as well as the Co-Director and the Program Manager of the Orphan Disease Center. These duties include calendar and travel scheduling/ reimbursement management, assisting with grant administration tasks including documentation and tracking deadlines, supporting preparation of presentations and reports, scheduling Center faculty/staff meetings, setting up catering and ordering supplies for meetings, occasionally creating itineraries for invited guests, planning and coordinating fundraising and community events including vendor and volunteer logistics, updating website content, managing social media content and communications, and other administrative duties as assigned.

Job Description

This position is contingent upon favorable funding.

Job Responsibilities

• General administrative support - calendar and travel management, organizing meetings, grant administration tasks, database maintenance, meeting/report preparation, public point of contact, etc.


• Event support - planning/logistics for fundraising and community events, vendor/volunteer coordination, registration, fundraising tracking, post-event follow-up.


• Social media and communications - content creation/scheduling across platforms, community engagement, newsletters/e-blasts.


• Website management - updating news/events/research content, ensuring branding compliance, monitoring site performance.


• Perform additional duties as assigned.

Qualifications

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. Bachelor's Degree preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$21.52 - $34.00 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, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

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 al