Administrative and Programmatic Coordinator - Bioengineering - Penn Engineering - University of Pennsylvania

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 and Programmatic Coordinator - Bioengineering - Penn Engineering





Job Profile Title

Administrative Coordinator





Job Description Summary

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/


Reporting to the Director of Administrative and Academic Services in the Bioengineering (BE) department in the School of Engineering and Applied Science, the Administrative and Programmatic Coordinator will be a key member of the BE team with a focus on event planning and coordination of seminars, lectures, and major BE events. The role will also include providing administrative support to the department, specifically to the Chair, junior faculty, and Master’s advising support, and maintaining records for faculty recruitment and promotions.





Job Description


Job Responsibilities

+ Assist the department Chair with meeting scheduling, travel/entertainment reimbursement, and administrative tasks as needed.

+ Coordinate, plan, and schedule events to ensure successful and consistent event outcomes for talks, seminars, lectures, receptions, departmental dinners, and special events.

+ Create a centralized workflow for BE event requests, arrange venues, and liaise with collaborative teams (SEAS Events and Operations) to schedule event space within Penn Engineering and provide logistical support to BE department leads.

+ Communicate with speakers; coordinate accommodation and meals; prepare itineraries and escorts for speakers/guests to faculty meetings; assess auxiliary needs and ensure resources are optimized, including AV needs and guest reimbursements; and host visitors as needed.

+ Support and facilitate junior faculty event requests and ensure standardization across programmatic events within the department.

+ Manage BE Events Calendar and department events spreadsheet for the academic year.

+ Coordinate with staff and guests as needed to ensure timely submission of proper reimbursement documentation for processing; troubleshoot issues related to events, guest lectures, seminars, etc.

+ Provide administrative advising support for the BE Master’s Program Advisor.

+ Process degree audits and system updates

+ Support masters students during the advance registration period each semester

+ Respond to inquiries to the BE Master’s inbox from prospective students, newly admitted students, and those inquiring about accelerated master’s programs.

+ Assist with tasks related to faculty affairs (e.g., promotions, reappointments), including collecting and maintaining records and statuses, sending reminder notices, and handling confidential data.

+ Provide administrative support to junior faculty.

+ Assist with navigating processes for reimbursements.

+ Onboarding to business processes and some administrative support.








Qualifications

+ Bachelor’s degree and 2-4 years of related experience or an equivalent combination of education and experience

+ Event management experience in higher education or within a hospitality environment.

+ Proven ability to manage multiple tasks simultaneously while working with diverse stakeholders.

+ Excellent customer service, interpersonal, and organizational skills with attention to detail.

+ Must be responsive and willing to learn, exercising discretion, diplomacy, and judgment.

+ Excellent written and verbal communication skills.

+ Ability to work independently and collaboratively, balance multiple priorities, and problem-solve with minimum supervision.

+ Flexibility to maintain varied working hours throughout the academic year, including some evenings and weekends.

+ The ideal candidate will be organized, curious, and able to thrive in a fast-paced environment.












Job Location - City, State

Philadelphia, Pennsylvania





Department / School

School of Engineering and Applied Science





Pay Range

$20.45 - $30.00 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

+ 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.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.