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Posted Job Title
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Job Description Summary
The Administrative Coordinator is responsible for providing administrative support to the Gene Therapy Program (GTP) and plays a central and critical role in ensuring the smooth and efficient functioning of the day-to-day administrative functions across two GTP locations. This individual will be able to function seated in either location as dictated by business needs. The Administrative Coordinator will report to the Lead Administrator and execute a variety of tasks related to organization, communication, and technical support.
The Gene Therapy Program (GTP) is entering a new era of unprecedented opportunity with the great potential to reshape the face of medicine as we know it. Our discoveries have set the stage for successful treatments and possibly even cures for devastating genetic diseases.
The Administrative Coordinator is responsible for providing administrative support to the Gene Therapy Program (GTP) and plays a central and critical role in ensuring the smooth and efficient functioning of the day-to-day administrative functions across two GTP locations. Â This individual will be able to function seated in either location as dictated by business needs. Â The Administrative Coordinator will report to the Lead Administrator and execute a variety of tasks related to organization, communication, and technical support. Â
Key Responsibilities: *Schedule and organize complex activities such as meetings, travel, conferences and department activities for members of the department and maintain multiple calendars; process travel reimbursements. Â This includes all aspects of meeting scheduling and coordination: room reservation, catering, set up and break down of AV equipment, conference call, web-ex, or other needs. Â *Maintain and order office supplies and computer equipment, keep an inventory of proprietary software and relative agreements. Enter all Purchase Order requests paying close attention to budget assignments. *Perform desktop publishing. Create and develop visual process flow documents and ideology maps. Type and design general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. Â Responsible for compiling and reporting of department metrics. *Establish, develop, maintain and update filing system for the GTP and ODC. Retrieve information from files when needed. Establish, develop, maintain and update library of journals and publications. *Organize and prioritize large volumes of information, tasks, and requests in a very fluid, ever-changing environment. Â Handle confidential and non-routine information and explains policies when necessary to GTP staff. *Sort and distribute mail for a team greater than 100. Draft written responses or replies by phone or e-mail when necessary. Respond to regularly occurring requests for information. *Answer phones for both ODC and GTP. Â Take messages or field/answer for all routine and non-routine questions. Â Greet, announce, and escort all visitors. *Work in cooperation with other administrative staff to cover phones, scheduling, and meeting preparation. Coordinate division of workload with the administrative coordinator. *Work independently and within a team on special non-recurring and ongoing projects. Act as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, documenting processes and procedures. *Perform additional duties as assigned. Â The outlined responsibilities are to be completed accurately and in a timely manner. This position requires strong interpersonal skills, diplomacy, and accuracy to meet deadlines in a fast-paced environment.
Qualifications: * The minimum of a High School diploma and 5 years of administrative support or assistant experience in a fast paced environment or an equivalent combination of education and experience required. College coursework or degree is a plus. Prior experience in an academic environment is a plus. * Knowledge of office management systems and procedures. * Needs Drive: ability to anticipate, understand, and respond to the needs of the department and external clients to meet or exceed their expectations within the organizational parameters. * Proven time management skills and ability to multi-task and prioritize work in a fast paced, ever-changing environment. * Ability to meet deadlines, work well under pressure in a team environment. * Attention to detail and problem solving skills * Effective written and verbal communication skills * Strong organizational and planning skills * Proficiency in Microsoft Office skills are a MUST including MS Word, Excel, Project, and Visio, *MS Access is a plus * Experience and a high level of comfort setting up projectors, laptops, and webex presentations * Flexible * Positive work ethic
Job Location - City, State
Department / School
Perelman School of Medicine
$20.00 - $36.00
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.
Internal Number: JR00010749
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.