Program Coordinator for Trainee Affairs & Office Management
- Employer
- University of Pennsylvania
- Location
- Smilow Center-6TH Floor
View more categoriesView less categories
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support, Program Administration, Technology, Analysts & Programming
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Admissions. Assist Faculty Directors for research training programs, SUIP, PennPREP, & PennPORT with collection of application materials in admissions systems for review; Assist Faculty Directors & Program Coordinators with ensuring that research training programs applications and admissions decision records are complete; Assist Faculty Directors with Penn PREP & PennPORT interview scheduling; Assist with for SUIP, PennPREP, & PennPORT generating admissions reports as needed.
Research Training Program Support. Handle logistics for program events, including SUIP, PREP, & PennPORT orientations, sessions, workshops, trainee presentations, regional symposia, social events, including but not limited to: scheduling of event details, room bookings and AV, catering, RSVPs/participant lists, and event surveys.
Trainee Onboarding. Assist Faculty Directors for research training programs, SUIP, PennPREP, & PennPORT, with logistics for trainee travel to and from Philadelphia for program participation and conferences, SUIP intern housing, SUIP intern and PennPREP fellow health services access, SUIP intern and PennPREP fellow PennCard, SUIP intern and PennPREP fellow building access, and if applicable email account creation.
Recruitment Activities. Assist Faculty Assistant Director for Recruitment and Program Coordinator dedicated to recruitment with recruitment activities by: scheduling of recruitment visits at colleges and universities; making travel and hotel arrangements; facilitate event planning for Fontaine Society Revisit Weekend; collecting/organizing/packing/mailing materials for visits; handling event registrations; maintaining institutional and student contact lists and coordinate mailings to the lists.
Social Media & Marketing. Assist with development of recruitment materials, program brochures, & flyers; maintain and regularly update program website, and work with IDEAL Research PhD student and postdoctoral fellows on social media posts.
Trainee Affairs & Wellness. Assist Faculty Assistant Director of Trainee Affairs & Wellness with development of events for Trainee Advocacy Alliance, PhD student and postdoctoral fellow affinity group activities (Trainee Advocacy Alliance, EEJust, SACNAS, LTBGS, Hablemos Ciencia, DuBouis Postdoctoral Circle, PGWISE). Orchestrate the BADGRS workshop series for Fontaine Fellows. Coordinate connections with the Penn Provost supported student groups .
Office Management. Working closely with BGS Finance Office, track program expenditures and reimbursements. Order and keep track of inventory of office supplies and recruitment materials.
We are looking for a dynamic individual to assist with the coordination of programs to advance inclusion, diversity, and equity in biomedical research. A bachelor’s degree (Master’s Degree preferred) and 3-5 years of related experience or equivalent combination of education and experience are required. A background in science-related discipline and experience with academic programs is preferred. The ideal candidate will have a strong service-orientation supported by excellent interpersonal skills, facile multitasking capabilities, data management abilities, strong computer skills, experience with social media and strong presentation, writing, and editing skills. Close attentional to detail and procedures related to expense reports is required. Some evening and weekend work will be required. Candidates should be willing and able to travel as needed.
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.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
Organization
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.
Vision
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:
- Global Connections President’s Engagement Prizes President's Innovation Prize Penn Integrates Knowledge University Professors
Diversity
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:
- Diversity at Penn Resources Supporting Diversity Penn Diversity Facts and Figures Penn's Diversity Timeline 1740-1997
Benefits
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!
- Penn HR Benefits Be in the Know Wellness Campaign Penn Home Ownership Services Campus Shuttles & Buses Resources for Cyclists Deals@Penn Common Press
Campus and Beyond
We invite you to explore our campus and its stately buildings and state-of-the-art facilities.
- Penn Park Morris Arboretum Penn Campus Arboretum: 6,800 Campus Trees Penn Recreation Penn Libraries Shop Penn
Try our self-guided tour! Come and visit!
Learn about sustainability at Penn.
News
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!
- Telephone
- (215) 898-7372
- Location
-
3451 Walnut Street
Philadelphia
PA
19104
US
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