Program Coordinator

University of Pennsylvania; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

The Program Coordinator provides executive administrative support for both department-wide operations and the Chief Operating Officer of the Abramson Cancer Center (ACC). This role handles a broad range of confidential activities, prioritizing tasks and ensuring smooth functioning across a large organization.

Responsibilities include calendar management across time zones, travel, meetings, and coordination of onboarding, training, and operational best practices for administrative staff within

Qualifications

• Experience supporting executive leadership and complex calendars.
• Strong organizational skills and attention to detail.
• Ability to manage travel, meetings and communications.

Responsibilities

• Provide executive administrative support to the COO across time zones.
• Coordinate calendars, travel, and expense reports.
• Maintain filing systems, procedures, and onboarding support.
• Support meetings, events, and special projects for ACC.
• Assist with budgets and financial activities.
• Oversee onboarding for administrative staff.
• Ensure effective communication across departments.
• Manage records, archival and office procedures.
• Coordinate IT requests and software licensing.

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

Program Coordinator

Job Profile Title

Coordinator, Program

Job Description Summary

The Program Coordinator provides executive administrative support for both department-wide operations and the Chief Operating Officer of the Abramson Cancer Center (ACC). This position is responsible for a broad range of complex and confidential administrative, operational, and project coordination activities that support departmental goals and ensure the efficient functioning of the office. Serving as a key liaison among ACC leadership, faculty, staff, and institutional partners, the Program Coordinator plays an important role in representing the office and maintaining effective communication across a complex organization.

The Program Coordinator demonstrates a strong commitment to service excellence while managing executive schedules, meetings, events, travel, and special projects. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to effectively prioritize competing responsibilities in a fast-paced environment. The position also serves as a resource to administrative staff across the ACC, supporting onboarding, training, and operational best practices.

Job Description

Operational and administrative support for department-wide activities.

Administrative Operations: Serve as the primary contact for departmental archival records and records management. Develop, maintain, and update office procedures and operational documentation. Manage departmental mail services, parking records, and patient reimbursement processes.

Facilities, Space, and Asset Management: Coordinate departmental space management and utilization records. Serve as key custodian for the 12th-floor office space. Manage non-capital equipment procurement, shipping, inventory tracking, and decommissioning. Coordinate capital equipment asset tracking and tagging. Maintain office and departmental supply inventories. Submit and track facilities maintenance requests and work orders.

Technology and Systems Support: Submit and track IT service requests for office operations and executive leadership. Manage Adobe software licensing for third‑party workers. Support the REDCap intake and workflow routing system.

Departmental Coordination and Support Services: Administer conference room scheduling and operations for the 12th floor. Coordinate Finance & Administration employee onboarding and offboarding activities.

Executive-level administrative support to the Chief Operating Officer.

Executive and Administrative Support: Provide executive-level administrative support to the Chief Operating Officer, including complex calendar management across multiple time zones, travel coordination, document preparation and editing, and management of expense reports and reimbursements. Assist with financial and budget-related activities.

Meeting, Event, and Project Coordination: Coordinate and support meetings, programs, events, conferences, and special projects, including scheduling, logistics, audiovisual and catering arrangements, travel coordination, preparation of presentation materials, note‑taking, and follow‑up on action items. Develop and distribute meeting and event communications, invitations, and supporting materials as needed.

Administrative Team Support: Coordinate interview scheduling and recruitment logistics. Support onboarding activities and provide training, guidance, and mentorship to administrative assistants and coordinators across the ACC, promoting consistency in administrative practices and operational processes.

This positi