Administrative Coordinator (Executive Vice Dean and CSO)

Administrative Coordinator (Executive Vice Dean and CSO)

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.

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 (Executive Vice Dean and CSO)

Job Profile Title
Administrative Coordinator

Job Description Summary
The Administrative Coordinator will provide support to critical research initiatives within the Office of the Executive Vice Dean and Chief Scientific Officer (EVD/CSO).

Activities will include:
  • Clearly and professionally communicating with a range of audiences as a representative of the Office of the EVD/CSO;
  • Maintaining PSOM online calendar, PSOM digital signage and video content;
  • Providing efficient scheduling support; serving as back-up administrative support for EVD/CSO when needed;
  • Coordinating activities of multiple committees;
  • Facilitating scheduling/communication for Research Integration initiatives including the PSOM T32 Best Practices program;
  • Coordinating annual programs including competitions, awards and other ad hoc projects;
  • Facilitating PSOM's S10 application coordination process;
  • Coordinating submissions for the bi-weekly faculty newsletter;
  • Tracking issues and ensuring effective, timely follow-up; and
  • Ad hoc problem solving.

    The Administrative Coordinator is expected to:
  • Provide complex, detailed administrative and scheduling support on matters related to program planning and management;
  • Independently monitor and drive coordination of key program logistics (ex. itineraries, communication distribution);
  • Maintain PSOM digital signage and PSOM events calendar using a range of web-based tools;
  • Serve as key contact to staff throughout PSOM regarding the events calendar content and logistics;
  • Arrange meeting room reservations and catering as required;
  • Interact with Penn Medicine faculty, staff, and other key stakeholders; and
  • Implement a wide range of decisions and plans developed by the Director of Research Integration, EVD/CSO and senior faculty and staff.

    This role requires:
  • Clear and professional written and oral communication;
  • Ability to maintain effective organizational, time management and prioritization systems independently; and
  • An energetic, self-motivated, positive approach.

    Job Description


    - Provide LiveWhale calendar maintenance. Daily updates and interaction with faculty and staff across PSOM. Key administrative contact to departmental coordinators. Coordination of the research portal of the PSOM digital monitors.

    - Calendar maintenance for Senior Executive Director for the EVD/CSO and Director of Research Integration and Special Initiatives. Scheduling and administration for a variety of meetings within the Office of the EVD/CSO and research core facilities. Back-up support for EVD/CSO when needed.

    - Coordinate activities of multiple committees. Schedule and communicate regular meetings of Cores Committee, Core Directors, and weekly cores/research integration updates. Ensure maintenance of schedule on Associate Dean for Research Integration's calendar.

    - Facilitation of scheduling and communication for Research Integration initiatives, including the PSOM T32 Best Practices program. Includes itinerary development, liaising with invited speakers, and coordinating with a range of departments, centers, institutes, administrators and faculty leaders.

    - With the Research Planning and Management Coordinator, schedule and communicate meetings and agenda for Research Integration programs. Arrange meeting room reservations and catering as required.

    - On behalf of the Office of the EVD/CSO, coordinate annual programs including competitions, awards and other ad hoc projects.

    - Maintenance of Smilow video wall video content and planning.

    - Facilitation of PSOM's S10 application coordination process. Includes milestone management, liaising with Penn's Office of the Vice Provost for Research, and coordinating with a range of faculty PIs.

    - On behalf of the Office of the EVD/CSO, coordinate submissions for the bi-weekly faculty newsletter.


    High School diploma and 5 years of experience or an equivalent combination of education and experience required. Bachelors Degree with 1-2 years of related experience preferred. Experience within a College or University setting preferred.

    Working Conditions
    Office, Library, Computer Room

    Physical Effort
    Typically sitting at a desk or table

    Job Location - City, State
    Philadelphia, Pennsylvania

    Department / School
    Perelman School of Medicine

    Pay Range
    $20.00 - $36.00

    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:

    To apply, visit

    Copyright ©2021 Inc. All rights reserved.

    Posted by the FREE value-added recruitment advertising agency jeid-059742b1a47581428ddb95fd829c3228