Administrative Coordinator (Executive Vice Dean and CSO)

University of Pennsylvania
Anatomy/Chemistry Building - 3rd Floor

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Job Details

Job location: Anatomy/Chemistry Building - 3rd Floor

Employment Type: Full-time
Posted data: 2021-07-22
Req: JR00036262
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:


Welcome to the University of Pennsylvania! Penn is the largest private employer in Philadelphia and is a world-renowned leader in education, research, and innovation.  

Across our 12 highly-regarded schools, more than 25,000 students, and more than 4,000 faculty members, we become one university: a wide-ranging, ever-changing community that draws its strength from a multitude of races, ethnicities, genders, sexual orientations, historical traditions, ages, religions, disabilities, veteran status, interests, perspectives, and socioeconomic backgrounds. 

Penn carries on the principles and spirit of its founder, Benjamin Franklin: entrepreneurship, innovation, invention, outreach, and a pragmatic love of knowledge. Franklin's practical outlook has remained a driving force in the university's development. To learn more, visit About Penn



As engines of knowledge and new ideas, universities have the unique potential to define the future rather than be defined by it; to pioneer change rather than merely manage it. To do so requires a plan both visionary and pragmatic. The Penn Compact 2022 motivates community members to innovate, be radically inclusive, and positively impact their local, national, and global communities. 


Penn’s fundamental priorities — increasing access, integrating knowledge and engaging locally, nationally and globally — are supported by the three core values that make us uniquely Penn: inclusion, innovation, and impact. 


Learn about the signature initiatives of the Penn Compact 2022:  




Understanding and appreciating diversity is one of Penn's most important priorities and is fundamental to success in today's world. 


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. 


To learn more about Diversity and Inclusion at Penn visit: 




Penn offers a wide range of benefits and perks - from Penn's retirement Matching Plan to bike repair stations to access to the full LinkedIn Learning library to adoption assistance to workshops at the letterpress and book arts studio and much more! 


Campus and Beyond


We invite you to explore our campus and its stately buildings and state-of-the-art facilities. 


Try our self-guided tour! Come and visit


Learn about sustainability at Penn




Stay up-to-date with Penn's response to COVID-19: Coronavirus Information & Resources


Penn supports news publications that tell the ongoing story of the University community, communications services for external media, telephone and video services, and other media resources: Campus Media 


Connect with us!  


Instagram: @uofpenn 

Twitter: @Penn 



Find Us
(215) 898-7372
3451 Walnut Street
United States

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