Administrative Coordinator (Department of Dermatology)

Administrative Coordinator (Department of Dermatology)

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 (Department of Dermatology)

Job Profile Title
Administrative Coordinator

Job Description Summary
The position provides high-level administrative support and project management to Schools/Centers. The incumbent will engage in a wide range of activities including budget management, administrative support, interaction with students, faculty, and staff on campus and at local events. The position also interacts with senior administrators, prospects, donors, faculty, alumni, board members, and senior government and corporate executives. The position includes budget oversight of a wide variety of programs involving multiple travelers and currencies as well as preparing staff for domestic and international travel. Generally included in confidential, ongoing cross divisional projects as directed by the Dean/Department Leader's Office program. The Administrative Coordinator interacts with important external constituents, and therefore must prioritize while delivering a very high level of service. Responsible for developing and maintaining communications, fielding inquiries, and guiding both graduate students and faculty through a variety of University policies, resources, and procedures.

Job Description

To provide high level administrative assistance in support of the departmental functions. Duties may include special projects, coordination of academic events, schedules and/or other academic project management responsibilities. Handles sensitive information and maintains strictest levels of confidentiality and professionalism at all times. Demonstrates ability to work independently while functioning as a collaborative member of the overall administrative team. Demonstrates attention to detail, excellent communication and organizational/time management skills, and handles multiple tasks with simultaneous deadlines.


1. Provide administrative support to Chief Operating Officer and her/his leadership team
  • Provides advanced administrative support directly to the COO, assisting with assigned projects and managing the COO's calendar. Responsible for arranging all details of meetings and travel/reimbursements, and assists with preparation of executive presentations and documents.
  • Provides administrative support to the Dermatology leadership team, including scheduling and preparing for meetings and coordination of plans for employee recognition and wellness, including food/gifts/etc. Assist with onboarding of new staff, including purchase of cell phone/computer/printer/etc. and establishment/maintenance of employee hardcopy and electronic files. Ensure staff compliance with training and vaccine requirements, annual appraisals, etc.
  • Plans, directs, and executes both routine and special projects as assigned by the COO, including, but not limited to, capital projects for facilities or equipment, space planning/renovations, compliance & regulatory readiness projects, and process improvements.

2. Provide administrative support to Departmental Faculty across the Department. Responsibilities include:
  • Support academic activities of faculty to include preparation of grants, manuscripts, presentations; conduct literature searches; maintain FEDS, current CV/Bibliography and Biosketch
  • Calendar maintenance for faculty.
  • Coordination of faculty travel arrangements and processing of appropriate reimbursements.
  • Office supply maintenance and purchasing requests.

3. Provide administrative assistance to the Chair's office and COO/Business office
  • Works under direction from the Associate Director of Administration and Academic Affairs to provide support to the Chair, Chair's office team and COO daily.
  • Maintains faculty, staff, community physician, alumni, etc. records in DermIS.
  • Assist in coordination of Departmental events, including named lectureships, to include sending invitations, collecting RSVP's, securing venue/catering arrangements with internal and external offices/vendors.
  • Perform standard office functions to include answering phones, screening and triaging messages as appropriate; opening and sorting incoming mail; preparing correspondence; confirming appointments; scheduling meetings; securing meeting space, organizing and maintaining files.

4. Provide support for communication efforts within the Chair's office and COO/Business Office
  • Provides support for website content updates, including new and updated faculty profiles/headshots/biosketches, departmental videos, newsletters, etc.
  • Assists with development of faculty recruiting materials, executive presentations, development materials, announcements, and other Dept-wide communications.
  • Coordinates maintenance of Departmental policies and procedures, and ensures efficient and effective organization of Departmental shared drive and hardcopy files.
  • Maintain updated org charts and job descriptions for administrative and faculty leaders.
  • Gather data, including development and implementation of surveys, and monitor metrics to identify trends and best practices; develop databases and dashboards to facilitate communication.

5. Perform additional duties as assigned


Seeking bright, experienced, hardworking administrative assistant to support the Department of Dermatology initiatives. Administrative Coordinator will manage complex schedules and coordinate travel, process reimbursements, and perform special projects as assigned. Responsibilities will also include providing academic administrative support to various faculty and assist with preparation of grants, manuscripts and presentations, maintaining faculty CVs, bibliography, biosketches, and other database or profile information. This position will support compliance initiatives and department projects, helping to organize annual events and communications as needed. Additionally, this position will perform standard office duties, such as answering phones, scheduling and coordinating meetings, screening and triaging requests, managing correspondence, organizing office supplies and submitting purchasing orders, maintaining files and records. Seeking candidates with strong customer service approach, outstanding communication skills, advanced organizational skills and professional demeanor.


HS diploma or GED and 5 years' experience as Administrative Assistant or comparable position in high volume, professional office environment or a equivalent combination of education and experience required. College course work or bachelor's degree preferred. Must have excellent computer skills (MS Office products). Must be detail-oriented, possess excellent communication and organizational/time management skills, and be able to handle multiple tasks with simultaneous deadlines. Must be able to represent the office in a highly professional manner and deal tactfully with diverse constituencies.

Job Location - City, State
Philadelphia, Pennsylvania

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.

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