Research Administrative Coordinator (Machine Biology Group) - 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

Research Administrative Coordinator (Machine Biology Group)





Job Profile Title

Research Administrative Coordinator





Job Description Summary

The Research Administrative Coordinator will be responsible for the lab’s organization, daily operations, and administration. This position coordinates research administrative activities in support of the principal investigator, project manager, lab members, and other key stakeholders. The coordinator may provide support for progress reports and the renewal process for grants. The coordinator will maintain databases for efficient information management and reporting. They will coordinate lab events such as research meetings, seminars, interviews, and social gatherings. They will have administrative duties, such as: liaising between the lab and the University as a whole, coordinating and editing award, grant and patent applications and progress reports, coordinating lab budgets, creating, updating, and maintaining lab organizational documents and checklists, onboarding and offboarding lab members, making lab announcements, and updating the lab website. They will have executive administrative duties such as coordinating the principal investigator’s schedule, making travel arrangements, processing travel reimbursements, contacting collaborators, handling reference letters, and overall recruitment and interviews of prospective candidates.





Job Description


Job Responsibilities:


The candidate will be responsible for the following work:


-- Purchasing and inventory management, including renewing memberships and subscriptions, placing orders, and managing lab shipping.


-- Executive administrative duties, including coordinating the PI’s schedule and travel arrangements, and coordinating the recruitment of new lab members.


-- Lab administrative duties, including communicating with business administrators and space planning, as well as updating lab documents shared on Penn+Box.


-- Lab events coordination, including organizing social events and reserving conference rooms for lab meetings.




Responsibility Breakdown:


-- Purchasing and inventory. Managing the renewal of professional memberships and software subscriptions, reimbursements for lab member travel, tracking remaining funds for grants, coordinating Concur reimbursements or purchase order generation for lab events. Tracking and making shipments to and from the lab for collaborators.


-- Executive administrative duties. Coordinate the PI’s schedule: schedule all virtual and in-person meetings, booking and coordinating travel, media interviews, tracking and preparing for deadlines. Processing reimbursements for all travel and work-related expenses through Concur for University-related expenses and through collaborating organizations. Managing confidential personal information (e.g., passport, login information, digital signature) for travel and day-to-day organization. Tracking honoraria for editorial and consulting roles and awards. Update and maintain PI’s current and pending grant support documents, presentations and abstracts, CV, BioSketch, and FEDS CV documents, and distribute to collaborators and conference organizers as needed. Handle recommendation letters and coordinate recruitment of new lab members (scheduling interviews, drafting interview questions, creating itineraries, and taking interview notes).


-- Lab administrative duties. Liaise between the lab and business administrators, space planning, building administration, and the University as a whole. Updating documents shared on Penn+Box with useful information for lab members including university contact lists, checklists for onboarding and offboarding, required lab safety trainings, lab manual, lab meeting presentation template, manuscript preparation and submission templates, performance review spreadsheets, lab inspection checklists, etc. Coordination and drafting of documents for grant and award applications. Coordinate lab announcements. Update website. Assisting new and departing lab members with onboarding and offboarding. Tracking attendance of lab members. Backing up lab data.


-- Lab events. Organize social events, coordinate, mediate, and reserve conference rooms for lab meetings, contact visitors and prepare their itineraries, book caterers, etc.


-- Perform additional duties as assigned.




Qualifications:


-- High School Grad/GE Degree, and 5 years of experience or equivalent combination of education and experience is required.




This position is contingent upon funding.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range

$20.45 - $21.00 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.