Administrative Coordinator of Facilities

Penn Medicine, University of Pennsylvania Health System; Lancaster (Lancaster County); On-site; USD 42,000 - 62,000; Full time

Job summary

Penn Medicine is seeking an Administrative Coordinator to support the facilities department and financial operations, including invoicing, purchasing, and vendor communications. This role leads finance-related tasks and contributes to PennFor processes, with responsibilities spanning reporting, budgeting, and internal communications.

The position emphasizes cross-functional collaboration, attention to detail, and ability to prepare presentations and manage travel and expense workflows, aligning

Qualifications

• Diploma or GED required; professional experience in administrative coordination preferred.
• Experience supporting finance/payment processes is a plus.

Responsibilities

• Provide materials for meetings and schedule reminders.
• Process department invoicing and purchasing tasks.
• Assist with vendor reporting and communication.
• Support budgeting, reporting, and presentations.
• Draft internal communications and maintain intranet content.
• Coordinate travel arrangements and expense reporting.

Skills

Administrative support

Data entry

Communication

Education

High school diploma or GED

Tools

Desigo CC

EStar timekeeping

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical centre means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?
Schedule: Mon- Fri 8 am - 4pm
SUMMARY:
The Administrative Coordinator position is a multifaceted role that supports all administrative functions and financial operations within the facilities department. This role acts as a lead for all finance/payment functions within the department, including administrative tasks of department invoicing/purchasing/supply inventory. This position also assists the department with various PennFor processes. The employee will support the department in vendor reporting and vendor communication. The Administrative Coordinator requires a high-level understanding of Revenue Cycle operations.

Accountabilities

• Provides materials/documentation for meetings and sends reminders of meetings to participants.
  
• Collects and complies data, and other materials for reports, presentations, budgets, correspondence, department reports, etc.
  
• Collates and assembles reports and documents as required.
  
• Conducts necessary research and provides administrative support for special projects, prepares data and provides appropriate follow-up.
  
• Attends meetings as required, participates on committees as requested, and provides necessary follow-up support to advance initiatives that support operations.
  
• Draft and edit PowerPoint presentations, scripts, talking points, leadership messages, and other communications as it relates to both internal and external outreach. Ensures that all messages and communications are appropriately written for targeted audiences.
  
• Plan, edit, and write content for a variety of internal communications mediums, such as staff intranet, newsletters, or regular email bulletin.
  
• Ensure internal communication messages are consistent across all mediums and for different departments of the organization.
  
• Makes travel arrangements and prepares travel advance and expense reports, along with reconciling travel documents.
  
• Responsibility and assistance requisitioning and accounts payable process through Pennfor.
  
• Responsibility for resolution of requisition and invoicing issues.
  
• Assist Leads with Pennfor.
  
• Monitor department budgets and analyze for maximum efficiency. Develop graphs, spreadsheets, and presentations.
  
• Assist with preventative maintenance and work order input, scheduling, and resolution.
  
• Use of Desigo CC system.
  
• Use of EStar for timekeeping.
  
• Assist Department Manager.
  
• Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
  

Qualifications

• Education/Experience Req Pref Education Level Major/Area of Study And/Or Experience Experience Details X H.S.
• Diploma/GED Licenses, Registrations, and Certifications Req Pref Licenses/Registrations/Certifications Licenses/Registrations/Certifications (Drop Down)

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.