Program Coordinator - Medical Education Office (Department of Medicine

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 33,000 - 50,000; Full time

Benefits offered by this job

Tuition assistance

Flexible work hours

Wellness programs

Retirement plans

Job summary

The University of Pennsylvania in Philadelphia is seeking a Program Coordinator for the Medical Education Office within the Department of Medicine. The role provides administrative support for day-to-day operations, coordinating events, catering, expense reporting, and procurement processes to ensure smooth office functioning.

The successful candidate will manage the residency mentoring program for residents and faculty mentors, handle tracking of expenses, and collaborate with program

Qualifications

• Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience.
• Strong organizational and communication skills.
• Experience coordinating medical education events (catering, room reservations).

Responsibilities

• Coordinate residency mentoring program for 200 residents and faculty mentors.
• Manage event logistics including catering, room reservations, and on-site support.
• Process expense reporting for residents, chief residents, and program leadership.
• Submit purchase orders, non-purchase orders, and check requests; manage miscellaneous orders.
• Support annual fellowship processes and coordinate with multiple stakeholders for visiting clerkships.

Skills

Administrative support

Event coordination

Budgeting

Education

Bachelor of Arts

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.

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.

Posted Job Title

Program Coordinator - Medical Education Office (Department of Medicine

Job Profile Title

Coordinator, Program

Job Description Summary

The incumbent is responsible for providing administrative support to the Medical Education Office of the Department of Medicine. This position ensures the efficient and smooth operation of day-to-day operational and administrative needs of the office, notably those around events and expense reporting. The scope of responsibilities for this position will include but are not limited to coordination of medical education events (daily catering, special events) which includes room reservations and catering, expense reporting for residents, Chief Medical Residents, and program leadership, submission of purchase orders, non-purchase orders, and check requests, and special ordering of items throughout the year.

Job Description

Job Responsibilities

Manage the residency mentoring program for 200 residents and associated faculty mentors. Responsibilities include collaborating with the Associate Program Director for mentoring revamping, continually assessing the program and providing administrative support for faculty mentors regarding expense reporting for mentor events. Additional responsibilities for subspeciality (Cardiology, Hematology Oncology, Gastroenterology, and Pulmonary) mentoring include submission of expense reports for twice a year events. In conjunction with the faculty track leads, provide administrative management to the four career-specific tracks for the residency program: Global Health, Medical Education Leadership Track (MELT), Quality, Safety, and Value (QSV), and Urban Health Equity. Responsibilities include managing elective track blocks, room reservations, serving as a liaison between the residents and outside training sites (notably for Global Health), and submitting expense reports related to track expenses for residents and faculty. Serve as the event coordinator for the UME, fellowship, and DOM-wide medical education events, with responsibilities including reserving event and meeting space, arranging catering for events, serving as a liaison between the office and vendors, and submitting invoice and purchase orders (POs) in a timely manner. Carry out general administrative duties including but not limited to special ordering throughout the year (i.e. ACP memberships, MKSAP subscriptions, graduation frames, white coats, fleece jackets), maintenance of resident areas (i.e. white coats, lounge space), delivery of daily lunches and other catering, proctoring for undergraduate and graduate medical exams, and providing cross-coverage in the office for two other Medical Education Administrative Coordinators. In conjunction with the Internal Medicine Program Director, coordination the annual fellowship process including scheduling mock interviews and crafting fellowship letters for over 40 trainees. Collaborate with five Chief Medical Residents to coordinate faculty engagement in daily educational conferences Coordinate the Edward S. Cooper Visiting Clerkship program for medical students including collating applications for faculty review and submission of reimbursements for guest travel through the non-PO reimbursement system Perform additional duties as assigned.

Qualifications

• Bachelor of Arts and 2 to 3 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

$24.21 - $36.00 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, 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.