What are the responsibilities and job description for the Administrative Coordinator (Department of Hematology/Oncology) position at The University of Pennsylvania?
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
Administrative Coordinator (Department of Hematology / Oncology)
Job Profile Title
Administrative Coordinator
Job Description Summary
The position provides high-level administrative and project support to Schools / Centers. Provide executive administrative support, including managing physicians' Outlook calendars, coordinate meetings, schedule conference calls and research team meetings, submit reimbursements from physicians to Concur, communicate with ACC and Division to manage accounts, submit expenses to outside organizations to reimburse physicians for meeting participation, travel, etc., assist physicians in planning business travel, make hotel reservations, identify flights, schedule meetings and assist in arranging physician coverage; manage physician correspondence including retrieving, opening, organizing, and sending mail, initiate and / or follow-up on provider to provider communication, retrieve and facilitate fax correspondence, update and manage curriculum vitae in FEDs.
Serve as Lead for divisional administrative assistants. Ensures onboarding and training is complete for all new employees.
Job Description
Job Responsibilities
- Provides diversified and complex administrative assistance
- Facilitate meeting scheduling : coordinate scheduling of large groups, cross departmental / divisional meetings for multiple initiatives
- Assists with making travel arrangements and producing expense reports
- Assists with the coordination and planning of various department events
- Provide support for daily operations
- Business Office : weekly payroll preparation and processing, equipment contracts / repairs, facilities requests, office supply maintenance, service contracts
- Financial responsibilities : create PO's, troubleshooting, following up on purchasing requests
- Serve as Lead for divisional administrative assistants. Ensures onboarding and training is complete for all new employees.
- Assist with preparing grant submissions research meeting presentations (posters, powerpoint), and manuscript preparation and submission, assist with development and preparation of clinical study documents, project-related reports, manuscripts, clinical concepts, research study protocols, and presentations.
- Assist with publications, bio sketches, CV updates and dossiers for reappointments and promotions.
Proofread and edit documents and maintain confidential materials
Qualifications
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
20.45 - $28.00 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, as well as internal and market factors and
the pay range assigned to the job profile.
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
To learn more, please visit : https : / / www.hr.upenn.edu / PennHR / benefits-pay
Salary : $20 - $28
