COORDINATOR LEAD ADMIN VISAS, BUDGETS BIOCHEMISTRY
Duties: Serve as dept. liaison with faculty, staff, patients, Penn stakeholders & various customers. Coordinate complex high-volume scheduling & meeting planning & execution. Prepare correspondence, detailed reports, meeting minutes etc. Accountable for preparation, organization, coordination of faculty recruitment, appointment & promotion dossiers. Problem solve, coordinate, plan & execute onboarding & orientation of visiting scholars, post doctoral candidates, researchers etc. with positive service orientation, accountability & timeliness. Oversee depart. financial activities using various tools like Ben Financials, monitoring of $2-3 million annual budget, staff tracking, appointments, renewals, invoice management (purchase orders, invoices, receipts etc.) & timely follow up of financial matters, purchasing, monitoring expenses, budget review/preparation/reconciliation. Ensure efficient & prompt processing of payments, purchase orders, & reqs. Allocate time & resources to plan ahead for PTO, exams, conferences, etc. to ensure there is a depart. back-up in coordination with Basic Sciences Admin. team & other PDM teams. Demonstrate clear communication, flexibility & adaptability when working with various admin. tasks, projects, events, etc. Coordinate office administrative responsibilities by efficiently managing resources, demonstrating consistent service orientation, initiative, clear communication & adaptability with office admin. activities with depart. chair, faculty & staff. Coordinate conferences, events, & programs international & domestic. Work collaboratively & effectively with PDM dept. & Basic Sciences Admin. team process, track, submit & manage grant & contract pre-award, current awards & post award grants & programs. Coordinate course setup, exam administration, Canvas site management, exam preparation and administration, confirming speakers/instructors, ExamSoft management, lecture slide administration, answering Q&A from students & customers, review of exams, calculating exam scores, syllabi management & course administration. Order/process and coordinate materials/exam/items/student materials from Penn, Penn Medicine, School of Medicine and PDM stakeholders. Proctor exams and back up other departments as needed.
Qualifications: Bachelor's degree with a minimum of two years of professional experience in performing related functions preferably in higher education. Strong implementation skills to bring projects to completion in a timely manner while working with others in various departments. Proven ability to reason, prioritize, problem solve and communicate logically. Experience in meeting/event coordination. Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload. Analytical skills to gather and analyze data, and generate relevant reports. Ability to use tact, diplomacy and maintain a high level of confidentiality. Excellent computer skills in word processing, excel spreadsheets, Internet and electronic mail with the ability to set up and maintain a database. Technical skills to learn and use enterprise systems and departmental tools. Experience using standard office equipment such as copier, fax and calculator. Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services and catering. Clear and understandable speech to disseminate information and forward messages in a thorough and appropriate manner. Demonstrate effective, clear and businesslike written and oral communications - including solid editing, proofreading skills. Experience taking concise and accurate meeting minutes. Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University. Excellent problem solving skills. Strong commitment to teamwork. Service-oriented, with ability to maintain a pleasant and helpful attitude. Ability to troubleshoot and problem solve.
Reference Number: 51-28977
Salary Grade: 026
Employment Type: Exempt
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.
Job Family: A-General/Professional Administrative