Administrative Coordinator, SAS, Chemistry

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 30,000 - 40,000; Full time

Benefits offered by this job

Healthcare benefits

Tuition assistance

Retirement plans

Wellness programs

Job summary

University of Pennsylvania in Philadelphia seeks an Administrative Coordinator to support senior faculty in the Chemistry Department, handling a range of clerical duties and recordkeeping for graduate students and post‑docs.

The role requires strong communication and organizational skills, with a focus on deadlines and independent work, while also collaborating with the team on events, purchasing and travel arrangements.

Qualifications

• A High School degree and 5–7 years of experience, or equivalent combination, is required.
• Bachelor’s degree is preferred; strong written and verbal communication skills are required.
• Ability to manage multiple tasks and meet deadlines; work independently and with a team.

Responsibilities

• Provide high-level administrative support to multiple senior faculty in the Chemistry Department.
• Maintain calendars, plan travel arrangements, and assist with research grant proposals and reimbursements.
• Prepare appointment letters and support leadership with events, purchasing and communications.

Skills

Communication skills

Organizational skills

Multitasking

Independent work

Team collaboration

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

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.

Position Summary

The Administrative Coordinator will provide high-level administrative support to multiple highly active senior faculty in the Department of Chemistry. The successful candidate for this position will perform varied administrative and clerical duties to support Chemistry faculty (i.e, compose correspondence, assist with preparation of course materials and technical journal articles, and maintenance of research group files). The Administrative Coordinator will assist in the general recordkeeping of graduate student and post-doctoral researcher appointments and research effort tracking as needed. Successful candidate will maintain calendars, plan and organize travel arrangements and appointments, assist in preparation of research grant proposals; submit travel reimbursements, and process requisitions. Additional responsibilities for this position will include administrative support for departmental leadership and other key stakeholders, composition of appointment letters, and assist with programming and event planning, purchasing, and advertising.

About the Department

The Chemistry Department at the University of Pennsylvania was founded in 1874, and since then has grown to be an internationally renowned center of molecular research. The Department has been associated with seven Nobel Laureates, and at least eighteen members of the National Academy of Sciences. Within the department, the traditional sub-fields of biochemistry, organic, inorganic, and physical chemistry serve as a framework from which collaborative, interdisciplinary research is launched. It currently numbers 31 full-time faculty and 6 adjunct or associated faculty, all of whom are active researchers. It has a graduate student and postdoctoral population of more than 200, each of whom is engaged in research, and is responsible for two undergraduate majors – Chemistry and Biochemistry.

Job Responsibilities

The Administrative Coordinator will provide high-level administrative support to multiple highly active senior faculty in the Department of Chemistry. The successful candidate for this position will perform varied administrative and clerical duties to support Chemistry faculty (i.e, compose correspondence, assist with preparation of course materials and technical journal articles, and maintenance of research group files). The Administrative Coordinator will assist in the general recordkeeping of graduate student and post-doctoral researcher appointments and research effort tracking as needed. Successful candidate will maintain calendars, plan and organize travel arrangements and appointments, assist in preparation of research grant proposals; submit travel reimbursements, and process requisitions. Additional responsibilities for this position will include administrative support for departmental leadership and other key stakeholders, composition of appointment letters, and assist with programming and event planning, purchasing, and advertising.

Qualifications

A High School Degree and 5-7 years of experience, or equivalent combination of education and experience, is required. Bachelor’s degree is preferred. Strong written and verbal communication skills as well as excellent organizational skills are required. The ability to manage multiple tasks and meet demanding deadlines is required. Strong initiative and ability to work independently as well as with a team are essential. Computer proficiency essential.

Job Location

City, State Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$21.52 - $29.00

Hourly Rate / Salary

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 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

Equal Opportunity Statement (Repeated)

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.