Administrative Coordinator(Hybrid Eligible) (Department of Radiation Oncology)

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Administrative Coordinator(Hybrid Eligible) (Department of Radiation Oncology)

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
Administrative Coordinator(Hybrid Eligible) (Department of Radiation Oncology)

Job Profile Title
Administrative Coordinator

Job Description Summary
Reporting directly to the Director and Associate Director of Research (indirectly to Director of Fiscal Operations for financial matters), the Administrative Coordinator will provide high-level research and administrative support to the Research Division of the Department of Radiation Oncology.
Specific tasks include:
writing in the area of radiation oncology for use as supportive materials in grant applications and as website content. Assisting with data organization and presentation for submission of new and noncompeting renewals of grants of the research division PIs. Supervise meeting organization, participant communication, and related duties such as catering, room reservations, etc.; take, distribute and revise minutes at these meetings as needed. Maintain and update the calendars and schedules of the Director and Associate Director, including meeting planning as needed. Maintain FEDS CVs, bio-sketches and other support pages for the Director and Associate Director. Keep track of PMCIDs for research publications (needed for grant renewals) and submit to NIHMS. Contact PubMed, PMCID team, and individual Journals with issues. Keep division website up-to-date and edit/revise as requested by division PIs. Add events to department calendar (which is a direct feed to academic website). Maintaining and ordering office supplies, sourcing departmental mail , make travel arrangements for the Director and Associate Director; collect and submit receipts for reimbursements.

Job Description

Reporting directly to the Director and Associate Director of Research (indirectly to Director of Fiscal Operations for financial matters), the Administrative Coordinator will provide high-level research and administrative support to the Research Division of the Department of Radiation Oncology.

Specific tasks include:
Perform general research and writing in the area of radiation oncology for use as supportive materials in grant applications and as website content. Perform duties as coordinator of research activities relating to a P01 grant by the Division Director. Assist with data organization and presentation for submission of new and noncompeting renewals of grants of the research division PIs.

Organize research meetings (PI Meeting, All-Division meeting) , Diversity, Equity, and Inclusion meetings (parent committee and subcommittees) and any other meeting for the need of the Research Division Director and Associate Director. This includes coordinating participant communication, take, distribute and revise minutes at these meetings as needed; conference room reservation, calendar invites and ordering food from within the BEN Financial System.

Maintain and update the calendars and schedules of the Director and Associate Director, using Outlook Online Calendar system: including meeting planning and scheduling those as needed.

Keep track of PMCIDs for research publications (needed for grant renewals) and submit to NIHMS. Contact PubMed, PMCID team, and individual Journals with issues. Maintain FEDS CVs, bio-sketches and other support pages for the Director and Associate Director.

Make travel arrangements for the Director and Associate Director. Collect reimbursement paperwork and prepare reimbursement request forms to submit to the Financial Coordinator for processing these expenses. Organizing guests travelling for any meeting or interview with TBN Academic Appointees hosted by the Director and Associate Director, including coordination of meeting schedules, booking of travel and accommodations, providing an escort to scheduled meetings, room reservation, catering and collection of reimbursement documentation and preparing the request forms to submit to the Financial Coordinator for processing.

Keep division website up-to-date and edit/revise as requested by the Director and Associate Director of Research as well as division PIs, including maintenance of pages on diversity, equity and inclusion (DEI). Add events to department calendar (which is a direct feed to academic website). Maintain the ISOCENTER website with relevant research related information. Submit updates on the research division and DEI to the department newsletter.

Maintain, department publication database, distribution of postage deliveries, maintaining and ordering of office supplies within the procurement(BEN Financials)system.

Qualifications

The minimum of an Associate's degree and 3 years of experience, or an equivalent combination of education and experience, are required. Required experience using Outlook Online Calendar system, Word processing and Excel-based spread sheets. Strong interpersonal skills, able to adapt and perform under tight deadlines and fast-paced environments. Knowledge/experience in maintaining and updating CVs, based on databases and publications. Must be able to work as part of a team and take initiative to carry out relevant responsibilities.

Preferred: Experience within a College or University setting. Some experience in assembling grant applications from NIH or other government and private agencies. Business Enterprise Network(BEN) Financial System.

Working Conditions
Office, Library, Computer Room

Physical Effort
Typically sitting at a desk or table

Targeted Pay Range: $20.45- $25.48/hour.
This Targeted Pay Range is only applicable to this job posting. All 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.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Smilow-Center-RM-8-130/Administrative-Coordinator-Hybrid-Eligible---Department-of-Radiation-Oncology-_JR00056573-1

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