Administrative Coordinator, Penn Vet
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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.
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, Penn Vet
Job Profile Title
Administrative Coordinator
Job Description Summary
This position provides diversified, high-level administrative support to support the academic functions in Clinical Sciences and Advanced Medicine (CSAM) and the operational and clinical functions of Ryan Hospital and the Operations Director. This position provides administrative support of the executive assistant (EA) in the Chair’s Office with faculty recruitment and travel arrangement, special events and planning, appointments, reappointments and promotions, seminars, room reservations, catering needs, expense reimbursement, faculty correspondence, annual reviews, meeting minutes, document collection, updating CSAM and RYAN on inside.vet, maintina electronic records. This position will handle calendar management in the absence of the Chair’s EA. This position will require discretion and confidentiality as exposure to salaries and personal information may occur. Additionally, this position will provide administrative support to the Ryan Hospital Directors’ Staff Assistant with catering needs, event coordination, room reservations, meeting minutes, parking needs, resident and intern assistance, and other duties as assigned.
This position is a diversified role in which the assistant will support the clinical administrative needs of Ryan hospital 50% as well as the educational and service mission of CSAM 50%. The position supports the Directors of Operations, Ryan Hospital CSAM EA, and Ryan Staff Assistant with administrative tasks such as calendaring, arranging meetings, room reservations, event planning and execution, electronic records maintenance, and providing support of their clinical and educational missions as needed.
This is a full-time non-exempt position 40-hour week with proposed schedule as 8:30 am – 5:00 pm but could vary slightly.
*Hybrid Eligible (Eligibility is available after successful completion of probationary period)
Job Description
Provide Administrative support to the EA of the Chair for faculty recruitment, appointments, reappointments, and promotions of all associated and standing faculty and academic support staff within CSAM.
Including event planning, room reservations, seminar publicity, catering, expense reimbursement, travel arrangements, electronic documents collection and maintenance, file organization. Act as POC for Chair’s Office in the absence of Chair’s Executive Assistant
Support Ryan Hospital Director of Operations, and CMO Staff Assistant within Ryan Hospital with administrative tasks such as calendaring, arranging meetings, room reservations, catering needs, file maintenance, document collection, general office tasks, and providing support of their clinical and educational missions as needed. Tasks include facilitating Cureatr messaging, acting as liaison for DOO and environmental services, ordering supplies, furnishings, and facilities and parking assistance.
Act as POC for visitors, residents, interns, for Ryan Hospital in the absence of CMO Assistant. Facilitate communications with CMO and Associate Director in absence of their staff assistant
Act as POC for leadership in absence of CO Staff Assistant and Chair’s EA
This is a full-time non-exempt position; 40 hour week with a proposed schedule of 8:30 am – 5:00 pm but could vary slightly.
*Hybrid Eligible (Eligibility is available after successful completion of the probationary period)
Job Location – City, State
Philadelphia, Pennsylvania
Hybrid Eligible – This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely. Maximum days off-site permitted are two.
Department / School
School of Veterinary Medicine
Pay Range
$20.45 – $26.00 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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