Administrative Coordinator

Job description

Job location: Biomedical Research Builidng 2

Employment Type: Full-time
Posted data: 2019-08-14
Req: JR00004005
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

Job Profile Title

Administrative Coordinator

Job Description Summary

Under the supervision of the Manager for Distribution Services and in coordination and collaboration with the Main and Remote Campus Supervisors for Distribution Services, coordinates the day-to-day administrative operation of the Perelman School of Medicine Distribution Services functions, including Mail Center, Receiving, Infectious Waste Removal, Remote Location Support, and Event Setup. Provides administration and troubleshooting of electronic package tracking system and training. Troubleshoots, reconciles, or otherwise resolves discrepancies in logical and physical counts and hand sheets. Provides monthly metric reporting on Distribution Services volumes, tracking, troubleshooting, and providing reconciliation where necessary. Maintains integrity of electronic systems within the Distribution Services workgroup. Trains staff on the system. Provides monthly metric reporting of Distribution Services volumes and tracking, reconciling logical and physical counts. Stocks and maintains inventory of critical supplies. Schedules and coordinates regular inventories of event support items. Tracks workplace safety and compliance with all governing regulatory authorities. Maintains other benchmarking and performance standards. Serves as liaison between staff and customers as well as others in the department to assure members of the PSOM receive the highest quality of service from Space Planning & Operations. Maintains occupational currency through attendance of training and trade shows. Acts as liaison with PSOM Information Services LSP on all Distribution Services computing issues. This position is considered “essential."

Job Description

QUALIFICATIONS: (Qualifications should clearly indicate those that are required and those that are preferred.)

High School Diploma and 5 years’ experience, or equivalent combination of education and experience required. 

  • Experience with electronic scanning tracking systems administration, operation, and reporting
  • Experience with metric and variance reporting
  • Excellent organizational abilities, and oral and written communications skills. Excellent telephone manner. Ability to deal effectively with diverse constituencies. Ability to work effectively under constantly changing deadlines and priorities. Ability to work independently. Excellent logistics, customer service, telephone, and coordination skills. Advanced knowledge of PC using MS Office, Adobe Acrobat, Oracle Calendar, and Email. Must be detail oriented, able to work independently, and exercise discretion in working with confidential and sensitive matters. Ability to exercise judgment based on established policies and practices. Working knowledge of office standards and procedures. Ability to manage time well and meet regular deadlines. Must not be bothered by unpleasant odors. NOTE: This position is considered "essential."

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.




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Job No:
Posted: 8/15/2019
Application Due: 9/5/2019
Work Type: