Coordinator B (Biomedical Graduate Studies Division)

Job location: Biomedical Research Building 2 - 3rd Floor

Employment Type: Full-time
Posted data: 2022-02-16
Req: JR00047893
University Overview

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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.

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Posted Job Title

Coordinator B (Biomedical Graduate Studies Division)

Job Profile Title

Coordinator B

Job Description Summary

The Immunology Graduate Group (IGG) is a well-established PhD program at the University of Pennsylvania, with approximately 80 students enrolled. It is administered within the graduate division of Biomedical Graduate Studies (BGS). IGG's education and training activities are carried out over 100 faculty members, whose primary academic appointments are throughout campus but primarily in the schools of Medicine (Perelman), Arts and Sciences, Veterinary Medicine, and Dental Medicine. Several IGG faculty members are also located in the Wistar Institute, and many more are based at the National Institutes of Health with adjunct appointments at Penn, through the NIH Graduate Partnerships Program.
The IGG Coordinator is the lead administrative staff person. The IGG Coordinator works closely with the graduate group chair, the vice chair, and chairs of committees for admissions, advising, curriculum, and retreat. The IGG Coordinator oversees all aspects of IGG administration, in coordination with the program faculty and the graduate division (BGS), including: student recruitment and admissions; student training activities and records management; student advising, course registration, curriculum development, and course-information management; group-wide activities; graduate group information, and data analysis; program publicity and outreach.
The IGG Coordinator interacts extensively with prospective and actual applicants, students, faculty, and administrators in other offices throughout campus. The IGG Coordinator works closely with the BGS Administrative Director and other BGS staff members, as well as members of the BGS finance office.

Job Description

The Immunology Graduate Group (IGG) is a well-established PhD program at the University of Pennsylvania, with approximately 80 students enrolled. It is administered within the graduate division of Biomedical Graduate Studies (BGS). IGG's education and training activities are carried out over 100 faculty members, whose primary academic appointments are throughout campus but primarily in the schools of Medicine (Perelman), Arts and Sciences, Veterinary Medicine, and Dental Medicine. Several IGG faculty members are also located in the Wistar Institute, and many more are based at the National Institutes of Health with adjunct appointments at Penn, through the NIH Graduate Partnerships Program.

The IGG Coordinator is the lead administrative staff person. The IGG Coordinator works closely with the graduate group chair, the vice chair, and chairs of committees for admissions, advising, curriculum, and retreat. The IGG Coordinator oversees all aspects of IGG administration, in coordination with the program faculty and the graduate division (BGS), including: student recruitment and admissions; student training activities and records management; student advising, course registration, curriculum development, and course-information management; group-wide activities; graduate group information, and data analysis; program publicity and outreach.
The IGG Coordinator interacts extensively with prospective and actual applicants, students, faculty, and administrators in other offices throughout campus. The IGG Coordinator works closely with the BGS Administrative Director and other BGS staff members, as well as members of the BGS finance office.

The position includes the following duties:

Student Recruitment and Admissions: Directly manage application process, including over 250 applications, and schedule approximately 30 candidate visits during the annual IGG recruitment weekend, as well as several MD/PhD candidate visits over 2 weekends/year.

Group-Wide Training and Social Activities: Oversee organization of orientation activities, recruitment receptions, student participation in IGG and Institute for Immunology (IFI) seminars and associated journal club, annual offsite weekend retreat, faculty and student town halls; provide support to group-wide committees; provide support to IgA, IGG’s graduate student organization; oversee administration of faculty and student awards.

Student Advising and Course Registrations, Curriculum Development, and Course Information management: Oversee scheduling of advising sessions, support curriculum and advising committee members and course directors, oversee classroom scheduling, rotation assignments, and dissertation lab assignments.

Other Training Activities and Student Records Management: Oversee scheduling of University required safety and lab handling training, post-rotation talks, candidacy exams, thesis committee meetings, dissertation defenses, etc.; manage student records in University, division level, and program level data systems.

Group Documentation and Data: Collect, update, and publicize group handbook, forms, alumni career records, student & alumni publications, and other data; conduct analyses for internal evaluations and periodic graduate group reviews. Manage new faculty appointments, service records, and reappointments.

Program Publicity and Outreach: Develop and oversee graduate group web site content (MODX), social media (Twitter), group calendars (LiveWhale and Google), and newsletters.

NIH Graduate Partnerships Program: Keep track of NIH faculty memberships in the program, and organize activities at Penn for those faculty. Organize annual events including training activities open to all IGG students at the NIH. Track students conducting rotations and dissertation research at the NIH, ensuring their participation in IGG activities. Maintain NIH-IGG program website.

Office Management: Oversee all aspects of office administration including ordering supplies and other resources; formulate/reconcile operating and recruitment budgets with members of the BGS finance office.

Qualifications

Bachelor's Degree with 3-5 years of related experience in office administration, program/events management, and project management or equivalent combination of education and experience is required. Experience in an academic administration setting strongly preferred. Proficiency using Microsoft Office applications, web content software, and database reporting applications preferred. Ability to work independently with minimal supervision, initiative, good judgement, and excellent interpersonal skills strongly preferred. Excellent organizational and communication skills are essential.

In order to be considered for the position, candidates must complete all application fields and provide a resume and cover letter. Additional writing samples are encouraged.

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table, occasionally stooping or lifting up to 25 lbs

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$42,953.00 - $65,861.00

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: https://www.hr.upenn.edu/PennHR/benefits-pay