Program Coordinator for Trainee Affairs & Office Management - 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

Program Coordinator for Trainee Affairs & Office Management





Job Profile Title

Coordinator B





Job Description Summary

Provide administrative support for the programs and other functions of the PSOM Inclusion, Diversity, Equity, and Learner (IDEAL) Research Office, including support for Faculty Directors and Program Coordinators for the Summer Undergraduate Internship Program (SUIP); the Penn Post-baccalaureate Research Education Program (PennPREP); Penn - Postdoctoral Opportunities in Research and Teaching (PennPORT); Faculty Assistant Director and Program Coodinator for recruitment of historically excluded trainees to research training programs- SUIP, PennPREP, & PennPORT and the Biomedical Graduate Studies PhD programs, PSOM MD-PhD MSTP Program, and Biomedical Postdoctoral Program; and support for Faculty Assistant Director for Trainee Affairs and Wellness to advocate for PhD student and postdoctoral researcher affinity groups including Trainee Advocacy Alliance, EEJust, SACNAS, LTBGS, Hablemos Ciencia, DuBouis Postdoctorl Circle, PGWISE and others. Report to the Assistant Dean for Inclusion Diversity and Equity in Research Training and the Faculty Assistant Director for Trainee Affairs & Wellness and work closely with program faculty directors, graduate student fellows, and administrative staff in associated offices (including BGS, BPP, MSTP, Finance, & Provost).





Job Description


Admissions. Assist Faculty Directors for research training programs, SUIP, PennPREP, & PennPORT with collection of application materials in admissions systems for review; Assist Faculty Directors & Program Coordinators with ensuring that research training programs applications and admissions decision records are complete; Assist Faculty Directors with Penn PREP & PennPORT interview scheduling; Assist with for SUIP, PennPREP, & PennPORT generating admissions reports as needed.


Research Training Program Support. Handle logistics for program events, including SUIP, PREP, & PennPORT orientations, sessions, workshops, trainee presentations, regional symposia, social events, including but not limited to: scheduling of event details, room bookings and AV, catering, RSVPs/participant lists, and event surveys.


Trainee Onboarding. Assist Faculty Directors for research training programs, SUIP, PennPREP, & PennPORT, with logistics for trainee travel to and from Philadelphia for program participation and conferences, SUIP intern housing, SUIP intern and PennPREP fellow health services access, SUIP intern and PennPREP fellow PennCard, SUIP intern and PennPREP fellow building access, and if applicable email account creation.


Recruitment Activities. Assist Faculty Assistant Director for Recruitment and Program Coordinator dedicated to recruitment with recruitment activities by: scheduling of recruitment visits at colleges and universities; making travel and hotel arrangements; facilitate event planning for Fontaine Society Revisit Weekend; collecting/organizing/packing/mailing materials for visits; handling event registrations; maintaining institutional and student contact lists and coordinate mailings to the lists.


Social Media & Marketing. Assist with development of recruitment materials, program brochures, & flyers; maintain and regularly update program website, and work with IDEAL Research PhD student and postdoctoral fellows on social media posts.


Trainee Affairs & Wellness. Assist Faculty Assistant Director of Trainee Affairs & Wellness with development of events for Trainee Advocacy Alliance, PhD student and postdoctoral fellow affinity group activities (Trainee Advocacy Alliance, EEJust, SACNAS, LTBGS, Hablemos Ciencia, DuBouis Postdoctoral Circle, PGWISE). Orchestrate the BADGRS workshop series for Fontaine Fellows. Coordinate connections with the Penn Provost supported student groups .


Office Management. Working closely with BGS Finance Office, track program expenditures and reimbursements. Order and keep track of inventory of office supplies and recruitment materials.




We are looking for a dynamic individual to assist with the coordination of programs to advance inclusion, diversity, and equity in biomedical research. A bachelor’s degree (Master’s Degree preferred) and 3-5 years of related experience or equivalent combination of education and experience are required. A background in science-related discipline and experience with academic programs is preferred. The ideal candidate will have a strong service-orientation supported by excellent interpersonal skills, facile multitasking capabilities, data management abilities, strong computer skills, experience with social media and strong presentation, writing, and editing skills. Close attentional to detail and procedures related to expense reports is required. Some evening and weekend work will be required. Candidates should be willing and able to travel as needed.








Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range


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.