Coordinator

upenn; Philadelphia (Philadelphia County); On-site; USD 42,000 - 64,000; Full time

Job summary

The University of Pennsylvania is seeking a full-time Program Coordinator to provide administrative support across the Institute for Immunology & Immune Health (I3H) and the Colton Center for Autoimmunity. The role requires exceptional organization, multitasking, and customer service at the front desk.

Responsibilities include meeting planning, communications management, room reservations, and on-site floor management to ensure smooth operations of all programs and events.

Responsibilities

• Serve as first point of contact for I3H and Colton Center, delivering high-level customer service.
• Respond to emails directed to i3h-admin@penn and manage communications.
• Coordinate room reservations and scheduling for meetings, seminars, events.
• Plan and execute large-scale events and recurring meetings with logistics.
• Support faculty recruitment visits and travel arrangements.

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

Coordinator

Job Profile Title

Coordinator B

Job Description Summary

This position provides comprehensive administrative support and coordination to the Institute for Immunology & Immune Health (I3H) and the Colton Center for Autoimmunity. The Program Coordinator serves as the primary front desk contact, delivering exceptional customer service while managing complex administrative operations across multiple programs and initiatives. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced academic research environment. Key responsibilities include event planning and coordination; meeting planning and faculty recruitment support; communications and web management; and front desk and floor manager operations. This position reports to the Director of Programming and Administration and requires on-site presence 5 days per week.

Job Responsibilities

FRONT DESK & FLOOR MANAGER DUTIES

• Serve as the first point of contact for I3H, which includes the Colton Center for Autoimmunity, representing the Institute with professionalism and providing high-level customer service to all constituents.
• Respond promptly to all emails directed to i3h-admin@penn.
• Maintain and manage the Institute's and the Colton Center for Autoimmunity's programmatic listservs and distribute requests on behalf of Penn faculty and trainees to the I3H community.
• Coordinate room reservations and maintain scheduling systems for meetings, seminars, and events.
• Play a key role in welcoming new members of I3H, including general troubleshooting on site.
• Act as Floor Manager for 3600 Civic Center Boulevard by maintaining office supplies, pantry inventory, weekly floor checks, monitoring tickets, etc.

MEETING PLANNING

• Coordinate all faculty recruitment visits for the Colton Center and I3H, including visit itineraries, travel and hotel bookings, seminar space reservations, catering, distribution of recruitment materials, candidate escorting, and travel reimbursement assistance; advertise candidate talks to key stakeholders in the community.
• Schedule and coordinate recurring meetings for I3H and the Colton Center including executive committee/leadership meetings, quarterly 3600 Civic Center Blvd PI meetings, monthly Lab Manager meetings, and Colton/Lynch pilot review meetings. Responsibilities include space reservation, catering, room setup and cleanup, and distribution of reminders and agendas; process pilot applications and prepare materials for committee review.
• Support Colton faculty with calendar scheduling and reimbursement submissions as needed.

EVENT PLANNING

• Plan and execute recurring large-scale events, including the Colton Center Internal Symposium, Colton Center Consortium Symposium, and the Lynch Syndrome Symposium.
• Plan and execute small recurring events, including the Colton-sponsored annual Hackathon, monthly community events, the monthly virtual speaker series, I3H clinical fellows' meetings, the weekly Research in Progress (RIP) meetings, and any other Colton- or I3H-related events.
• Manage all event logistics, including venue selection, catering, speaker invitations, hotel arrangements, on-site coordination, etc.. Provide on-site coverage for the Immunology Colloquium seminar series and additional I3H and Colton programming as needed.