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COORDINATOR LEAD ADMIN VISAS, BUDGETS BIOCHEMISTRY
PHILADELPHIA PA 19133
Category: Education
  • Your pay will be discussed at your interview

Job code: lhw-e0-90671950

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University of Pennsylvania

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Summary

  Job posted:   Thu Jun 7, 2018
  Distance to work:   ? miles
       
  1 Views, 0 Applications  
 
COORDINATOR LEAD ADMIN VISAS, BUDGETS BIOCHEMISTRY
COORDINATOR LEAD ADMIN VISAS, BUDGETS BIOCHEMISTRY
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Posting Details





Posting Details



Reference Number
51-28977


Posted Job Title
COORDINATOR LEAD ADMIN VISAS, BUDGETS BIOCHEMISTRY


School Name
School of Dental Medicine


Org
Biochemistry


Posted to the Web
06/02/2018


Posted Job/Salary Grade
026


Employment Type
Exempt


Hours
N/A


Position Type
Full Time


Position Schedule
8am-5pm


Months
12


Position Length
Ongoing


Position End Date


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.



School/Center Overview

Established in 1878, Penn Dental Medicine is among the oldest university-affiliated dental schools in the nation. Penn Dental Medicine (PDM) is on a mission to provide the highest quality clinical and research environment for students while shaping the future of care. Join Penn Dental Medicine to live that mission every day by supporting the research and clinical needs of our patients, students, faculty, staff, and community. With PDM, not only can you maximize your career potential at an Ivy League Institution, but you can make a real difference in the lives of our patients and students.



Duties

Serve as dept. liaison with faculty, staff, patients, Penn stakeholders & various customers. Coordinate complex high-volume scheduling & meeting planning & execution. Prepare correspondence, detailed reports, meeting minutes etc. Accountable for preparation, organization, coordination of faculty recruitment, appointment & promotion dossiers. Problem solve, coordinate, plan & execute onboarding & orientation of visiting scholars, post doctoral candidates, researchers etc. with positive service orientation, accountability & timeliness. Oversee depart. financial activities using various tools like Ben Financials, monitoring of $2-3 million annual budget, staff tracking, appointments, renewals, invoice management (purchase orders, invoices, receipts etc.) & timely follow up of financial matters, purchasing, monitoring expenses, budget review/preparation/reconciliation. Ensure efficient & prompt processing of payments, purchase orders, & reqs. Allocate time & resources to plan ahead for PTO, exams, conferences, etc. to ensure there is a depart. back-up in coordination with Basic Sciences Admin. team & other PDM teams. Demonstrate clear communication, flexibility & adaptability when working with various admin. tasks, projects, events, etc. Coordinate office administrative responsibilities by efficiently managing resources, demonstrating consistent service orientation, initiative, clear communication & adaptability with office admin. activities with depart. chair, faculty & staff. Coordinate conferences, events, & programs international & domestic. Work collaboratively & effectively with PDM dept. & Basic Sciences Admin. team process, track, submit & manage grant & contract pre-award, current awards & post award grants & programs. Coordinate course setup, exam administration, Canvas site management, exam preparation and administration, confirming speakers/instructors, ExamSoft management, lecture slide administration, answering Q&A from students & customers, review of exams, calculating exam scores, syllabi management & course administration. Order/process and coordinate materials/exam/items/student materials from Penn, Penn Medicine, School of Medicine and PDM stakeholders. Proctor exams and back up other departments as needed.



Qualifications

Bachelor's degree with a minimum of two years of professional experience in performing related functions preferably in higher education. Strong implementation skills to bring projects to completion in a timely manner while working with others in various departments. Proven ability to reason, prioritize, problem solve and communicate logically. Experience in meeting/event coordination. Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload. Analytical skills to gather and analyze data, and generate relevant reports. Ability to use tact, diplomacy and maintain a high level of confidentiality. Excellent computer skills in word processing, excel spreadsheets, Internet and electronic mail with the ability to set up and maintain a database. Technical skills to learn and use enterprise systems and departmental tools. Experience using standard office equipment such as copier, fax and calculator. Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services and catering. Clear and understandable speech to disseminate information and forward messages in a thorough and appropriate manner. Demonstrate effective, clear and businesslike written and oral communications - including solid editing, proofreading skills. Experience taking concise and accurate meeting minutes. Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University. Excellent problem solving skills. Strong commitment to teamwork. Service-oriented, with ability to maintain a pleasant and helpful attitude. Ability to troubleshoot and problem solve.



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.


Quick Link





Posting Supplemental Questions


Required fields are indicated with an asterisk (*).



+ *
How did you hear about this employment opportunity?


+ Jobs@Penn


+ Contacted by a Penn Recruiter


+ Referred by a Penn Employee


+ Referred by a friend or family member


+ Higher Education Recruitment Consortium (HERC)


+ Inside Higher Ed


+ Indeed.com


+ Other Internet Advertisement


+ Linkedin


+ Twitter


+ Other Social Media Site


+ Professional Affiliation/Trade Website


+ Diversity Association/Publication Website


+ Heard about it at a conference or career fair


+ Apple One


+ Recruitment and/or staffing agency




+ *
What is your highest level of education completed?


+ Less than high school education


+ High School Diploma or GED


+ Vocational or Technical School


+ Associate's Degree or Two Year College


+ Bachelor's Degree


+ Master's Degree


+ PHD/MD/JD or equivalent doctoral degree




+ *
How many years of experience do you have related to this position?


+ 0 to 1 Year


+ 1 to 2 Years


+ 2 to 3 Years


+ 3 to 5 Years


+ 5 to 7 Years


+ 7 to 10 Years


+ Over 10 Years




+ *
Do you have a working knowledge of Microsoft Office tools (e.g., Word, Excel, PowerPoint)?


+ Yes


+ No




+ *
Do you have experience with Microsoft Outlook and calendar management?


+ Yes


+ No




+ *
Do you have experience recording and disseminating meeting minutes?


+ Yes


+ No





Applicant Documents

Required Documents


+ Resume


Optional Documents


+ Cover Letter











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