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Posted Job Title
Administrative Coordinator (Hybrid Eligible)
Job Profile Title
Administrative Coordinator
Job Description Summary
Assist the NGG Coordinator with high level administrative duties for successful management of PhD program serving over 160 students and over 200 faculty. Serve as backup to the NGG Coordinator as needed. Carry out 5 core functions: 1. Assist with data management and scheduling related to student recruitment and admissions. 2. Manage grad group budget and process orders. 3. Organize student records, including thesis committee meeting schedules and documents and candidacy exam schedules and documents. Collect and enter/upload data, and ensure records are complete in various University and local systems. 4. Manage and organize student and faculty events, retreats, conferences, and recruitment activities. Manage classroom space, including reserving for internal and external uses. Provide AV support and recording of lectures/seminars through a web-interface. 5. Maintain and update NGG website. In addition to supporting the NGG Coordinator, work directly with faculty, students, staff in other offices, and applicants as needed.
Job Description
Job Responsibilities
Recruitment and Admissions
Organize graduate group level recruitment initiatives; schedule PhD interview weekend activities in January and February and organize PhD admissions committee meetings; and provide data to the committee on over 600 applicants to the program. Work closely with the MD/PhD committee, scheduling interviews for 30 candidates, and organize meetings. Manage applicant data in admissions data systems; provide support to faculty in navigating systems.
Financial Operations
Work closely with the BGS Finance Office to coordinate payment for recruitment activities. Provide information about applicants for hotel and travel arrangements. Prepare purchase orders and non-PO payments for program expenses. Order office supplies through Penn Marketplace and merchandise from external vendors. Track NGG event expenses. Assist with Penn supplier onboarding, honorarium requests, and expense reimbursements for guests.
Data Management
Manage student data in Banner, Grad Forms, SMS, and local files. Maintain records of thesis committee membership, ensure meetings take place and forms are filed. Submit Grad Forms and other documentation on dissertation level and graduating students to BGS Registrar in a timely and thorough manner. Maintain up-to-date email distribution lists, alumni data in PhD Career Tracker, and dossiers of faculty nominated for NGG membership.
Student Support
Help students make arrangements for thesis defense: schedule room using EMS and distribute flyer announcement throughout NGG and BGS. Provide support for other group activities, such as orientation, journal clubs, chalk talks, NTG Retreat, and social events.
Website Management
Using MODX, ensure website content is up-to-date and accurate. Manage profiles of students and faculty.
Perform other duties as assigned.
Qualifications
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
$20.45 - $20.45 Hourly Rate
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
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
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