What are the responsibilities and job description for the Administrative Coordinator - Medical Education Office (Department of Medicine) 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 - Medical Education Office (Department of Medicine)
Job Profile Title
Administrative Coordinator
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
Serve as the event coordinator for the medical education office (UME, GME, and some crossover into fellowship), with responsibilities including creating and distributing the monthly catering calendar, reserving event and meeting space and managing conference room calendars, ordering food for program events, organizing yearly program-wide events (i.e. intern orientation, happy hours, holiday party, graduation), always serving as a liaison between the office and vendors. During recruitment season, assuming special event tasks (i.e. pre-recruitment social meal credit coordination).
Submit expense reports for residents, Chief Medical Residents, and program leadership as well as purchase orders, non-purchase orders, and check requests. In conjunction with the Director of Medical Education, work monthly on reconciling any accounts payable issues, ensuring accurate accounting for the medical education office.
Carry out general administrative duties including but not limited to special ordering throughout the year (i.e. graduation frames, white coats, fleece jackets), maintenance of resident areas (i.e. white coats, lounge space), delivery of daily lunches and other catering, serving as a proctor for medical exams.
Work cross-functionally, notably with the co-Medical Education Administrative Coordinator and provide cross-coverage when one another are out of office. Cross-coverage includes administrative support to two high-level physician directors, completion of educational forms for the residency program, and general office administration and maintenance. Other duties and responsibilities as assigned.
Qualifications
- High School Grad / GE Degree, and 5 to 7 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
20.45 - $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, as well as internal and market factors and grade 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 - $36
