Program and Administrative Coordinator - Penn Health-Tech (Hybrid Eligible)

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Program and Administrative Coordinator - Penn Health-Tech (Hybrid Eligible)

Job Profile Title
Administrative Coordinator

Job Description Summary
As the University of Pennsylvania's hub for health technology innovation, Penn Health-Tech facilitates the development of novel medical devices and healthcare technologies across the University system as well as connects and train innovators.

The Program and Administrative Coordinator for Penn Health-Tech will be responsible for supporting the day-to-day operations and programming to advance the center's mission. They will serve as a primary point of administrative contact and liaise with other offices, individuals, and external institutions and agencies on a range of specified issues. For programs, the Program and Administrative Coordinator will coordinate arrangements and agenda for both small- and large-scale events.

To ensure success as a Program and Administrative Coordinator, the desired candidate should be committed to providing attentive support for internal and external stakeholders, managing the center calendar and correspondence, and executing various tasks as needed. The desired candidate will be organized, adaptable, courteous with exceptional communication and problem-solving skills to handle office duties and admin-related operations.

Job Description

The Program and Administrative Coordinator coordinates the provision of office and staff support services to the office, including: (1) Organizing, facilitating, and attending meetings, conferences, and other special programs and events, as required (2) Drafting and preparing documentation and correspondence for the office, as appropriate (3) Screening and evaluating incoming and outgoing correspondence and preparing responses (4) Providing financial transaction support and coordinating reimbursements.

Specific Duties

Manage Executive Director and center calendar as well as corresponding follow-ups and action items, including managing contact information, scheduling and confirming attendance, arranging meeting location and supplies, sending reminders, drafting meeting agendas, and sending meeting minutes.
Prepare and send center documents and correspondence, including preparing presentations and sharing information via various communication channels, such as email, telephone, website and social media.
Interact with appropriate internal and external stakeholders and staff to execute or facilitate key administrative tasks, including triaging messages, planning events and programs, and coordinating with facilities management.
Provides financial transaction support, including coordinating journals, reviewing expenditures v. budget, depositing checks, and making purchase orders.
Support HTA program and portfolio management by corresponding with stakeholders in order to track project progress and key performance indicators (KPIs), entering project data, and contributing to the annual funding cycle and reporting.
Responsible for understanding University policies on business reimbursements. Coordinate submission of reimbursements for faculty and associated PHT staff through Concur.

Qualifications

A high school diploma and 5-7 years of relevant experience, or equivalent combination of education and experience required. Bachelor's degree preferred. Knowledge of higher education and not-for-profit sector helpful.

A demonstrated fluency in Microsoft Office (Word, Excel, and PowerPoint) and other standard productivity and communication tools (i.e. G-Suite, Zoom)
Excellent verbal and written communication skills; excellent relational and organizational skills; thorough knowledge of office procedures, practices, and methods
Ability to take initiative and problem-solve, both independently and collaboratively, within a goal-oriented team environment
Ability to organize and prioritize assignments and work effectively with diverse groups, highly detail oriented
Proficiency with technology and standard office equipment; willingness to learn and apply new technologies as needed.
Strong familiarity with basic data entry is preferred

Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School
Perelman School of Medicine

Pay Range
$20.45 - $30.82
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check 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