What are the responsibilities and job description for the Lease Administration and Project Coordinator position at Penn Medicine?
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.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?
Summary:
- The Lease Administration and Project Coordinator (LAPC) provides support for the Director of Strategic Initiatives and Regional Planning. In this role, the individual will be expected to support two major functions of the department:
- Lease Management
- Review and become familiar with lease documentation related to Penn Specialty Practices (PSP) and Penn Primary Care (PPC) practices throughout the Penn Medicine Medical Group organization.
- Manage and maintain database associated with lease management.
- Serve as the point of contact for financial transactions, escalating to the Director as appropriate.
- Project Coordination
- Maintain project management tools such as Sharepoint team sites and organizing/filing of team deliverables.
- Provide research and support on special projects including preparing data, and creating visuals in support of data aggregation.
- Develop relationships with internal and external stakeholders to facilitate the coordination of meetings and completion of goals and projects.
- Manage routine office administrative functions, as well as provide high-level programmatic support.
- Serve as a key point of contact for departmental operating functions such as management of mail services and coordination of program meetings and facilities.
- Responsible for follow-up items from planning meetings as applicable.
Responsibilities:
- Calendar Management: schedules meetings, prepares documents/materials for meetings, promptly communicates schedule changes as they arise, distributed materials as requested, takes minutes as requested. Manages travel arrangements for meetings as required.
- Provides support to the expansion of the physical footprint of PPC and PSP working with PMMG leadership and operations to ensure facility management.
- Works directly with Penn Medicine stakeholders, including the Real Estate, Design and Construction team, PPC and PSP clinical and operational leaders by serving as a point of contact for information and support and providing guidance and direction. Informs the Director for Regional Planning, external Real Estate Brokers, Director for Operations and legal team of specific changes to be made on contracts associated with rented space. These changes may be lease expiration dates, monitoring for significant increases in expenditure associated with operating expenses, and renewal dates and terms.
- Event Planning: participates in event planning activities, such as invitation management, catering, room identification and scheduling, event set up/clean up activities, material preparations, and audio/visual tech needs. Troubleshoot event on day of event.
- Provide project management support through maintenance of project management tools such as Sharepoint team sites and organizing/filing of team deliverables. Provide research and support on special projects.
- Responds to all requests for information in a timely manner, communicates with all levels of the organization with professionalism, disseminates information to appropriate parties as requested.
- Takes ownership of issues as they arise and troubleshoots for resolution. Works independently and proactively to address concerns raised by the practices - escalating issues to management as needed and appropriate.
- Document preparation: in addition to meeting materials, draft letters and other documents as requested. Will also generate reports, prepare PowerPoint slides, create charts/spreadsheets as needed.
- Organization: maintains clear, concise, and accurate filing systems to keep materials, information, and data up to date and easily reached.
- Office Support: processes Lawson requests, receives and distributes mail; processes practice deposits on a rotation basis.
Credentials:
Education or Equivalent Experience:
- Bachelor of Arts or Science (Required)
- 3 years Administrative support experience
- H.S. Diploma/GED (Required)
- 5 years Relevant administrative support experience in lieu of degree Lease management experience strongly preferred additional administrative support certificate or training preferred
Live Your Life's Work
We are an Equal Opportunity and Affirmative Action 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.
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