Administrative Coordinator (Department of Hematology/Oncology)

University of Pennsylvania; United States; Remote; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Coordinator to provide high-level support within a dynamic medical department. This role involves managing complex calendars, coordinating meetings, and assisting with travel arrangements. You will also lead onboarding for new administrative staff and ensure smooth daily operations. Join a prestigious institution that values innovation and offers a supportive work environment, along with a comprehensive benefits package that includes health care, retirement plans, and professional development opportunities. If you thrive in a fast-paced setting and are passionate about contributing to a team dedicated to excellence, this is the perfect opportunity for you.

Benefits

Comprehensive healthcare benefits

Tuition assistance for employees and dependents

Generous retirement plans

Flexible work hours

Professional development resources

Discounts on cultural events

Wellness programs

Adoption assistance

Long-term care insurance

Time away from work benefits

Qualifications

• 5-7 years of administrative experience required.
• High school education or equivalent is necessary.

Responsibilities

• Provide complex administrative assistance and support for operations.
• Coordinate travel arrangements and assist with grant submissions.

Skills

Administrative Support

Communication Skills

Organizational Skills

Event Coordination

Financial Management

Education

High School Diploma or GED

Tools

Microsoft Outlook

Concur

PowerPoint

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 naming 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 Hematology/Oncology)

Job Profile Title

Administrative Coordinator

Job Description Summary

The position provides high-level administrative and project support to Schools/Centers. Provide executive administrative support, including managing physicians’ Outlook calendars, coordinating meetings, scheduling conference calls and research team meetings, submitting reimbursements from physicians to Concur, communicating with ACC and Division to manage accounts, submitting expenses to outside organizations to reimburse physicians for meeting participation, travel, etc., assisting physicians in planning business travel, making hotel reservations, identifying flights, scheduling meetings, and assisting in arranging physician coverage; managing physician correspondence including retrieving, opening, organizing, and sending mail, initiating and/or following up on provider to provider communication, retrieving and facilitating fax correspondence, updating and managing curriculum vitae in FEDs.

Serve as Lead for divisional administrative assistants. Ensures onboarding and training is complete for all new employees.

Job Description

Job Responsibilities

• Provides diversified and complex administrative assistance
• Facilitates meeting scheduling: coordinates scheduling of large groups, cross-departmental/divisional meetings for multiple initiatives
• Assists with making travel arrangements and producing expense reports
• Assists with the coordination and planning of various department events
• Provides support for daily operations
• Business Office: weekly payroll preparation and processing, equipment contracts/repairs, facilities requests, office supply maintenance, service contracts
• Financial responsibilities: creates POs, troubleshooting, following up on purchasing requests
• Serves as Lead for divisional administrative assistants. Ensures onboarding and training is complete for all new employees.
• Assists with preparing grant submissions, research meeting presentations (posters, PowerPoint), and manuscript preparation and submission, assists with development and preparation of clinical study documents, project-related reports, manuscripts, clinical concepts, research study protocols, and presentations.
• Assists with publications, bio sketches, CV updates, and dossiers for reappointments and promotions. Proofreads and edits documents and maintains confidential materials
• Other duties and responsibilities as assigned

Qualifications

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

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$20.45 - $28.00 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, as well as internal and market factors and the pay range assigned to the job 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 the 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