Coordinator

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

Coordinator

Job Profile Title

Coordinator B

Job Description Summary

This position provides comprehensive administrative support and coordination to the Institute for Immunology & Immune Health (I3H) and the Colton Center for Autoimmunity. The Program Coordinator serves as the primary front desk contact, delivering exceptional customer service while managing complex administrative operations across multiple programs and initiatives. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced academic research environment. Key responsibilities include event planning and coordination; meeting planning and faculty recruitment support; communications and web management; and front desk and floor manager operations. This position reports to the Director of Programming and Administration and requires on-site presence 5 days per week.

Job Description

Job Responsibilities

FRONT DESK & FLOOR MANAGER DUTIES

• Serve as the first point of contact for I3H, which includes the Colton Center for Autoimmunity, representing the Institute with professionalism and providing high-level customer service to all constituents.
• Respond promptly to all emails directed to i3h-admin@penn.
• Maintain and manage the Institute's and the Colton Center for Autoimmunity’s programmatic listservs and distribute requests on behalf of Penn faculty and trainees to the I3H community.
• Coordinate room reservations and maintain scheduling systems for meetings, seminars, and events.
• Play a key role in welcoming new members of I3H, including general troubleshooting on site.
• Act as Floor Manager for 3600 Civic Center Boulevard by maintaining office supplies, pantry inventory, weekly floor checks, monitoring tickets, etc.

MEETING PLANNING

• Coordinate all faculty recruitment visits for the Colton Center and I3H, including visit itineraries, travel and hotel bookings, seminar space reservations, catering, distribution of recruitment materials, candidate escorting, and travel reimbursement assistance; advertise candidate talks to key stakeholders in the community.
• Schedule and coordinate recurring meetings for I3H and the Colton Center including executive committee/leadership meetings, quarterly 3600 Civic Center Blvd PI meetings, monthly Lab Manager meetings, and Colton/Lynch pilot review meetings. Responsibilities include space reservation, catering, room setup and cleanup, and distribution of reminders and agendas; process pilot applications and prepare materials for committee review.
• Support Colton faculty with calendar scheduling and reimbursement submissions as needed.

  EVENT PLANNING

• Plan and execute recurring large-scale events, including the Colton Center Internal Symposium, Colton Center Consortium Symposium, and the Lynch Syndrome Symposium.
• Plan and execute small recurring events, including the Colton-sponsored annual Hackathon, monthly community events, the monthly virtual speaker series, I3H clinical fellows' meetings, the weekly Research in Progress (RIP) meetings, and any other Colton- or I3H-related events.
• Manage all event logistics, including venue selection, catering, speaker invitations, hotel arrangements, on-site coordination, setup and cleanup, and marketing (including advance distribution of materials and monitoring registration); ensure timely payment to vendors and reimbursement of external speakers for travel expenses and honoraria.
• Provide on-site coverage for the Immunology Colloquium seminar series and additional I3H and Colton programming as needed

COMMUNICATIONS & WEB MANAGEMENT

• Assist the Associate Director of External Relations in maintaining and updating the I3H, Penn Colton Center, Colton Consortium, and Lynch Syndrome websites, including regular updates to news, faculty profiles, research findings, and event schedules; ensuring event pages reflect current date, time, location, speaker, and logistics details ahead of each event; and quarterly updates to faculty membership and executive committee lists.
• Create and maintain research databases, including a faculty publications database (updated quarterly) and Mouse Strain and Tumor Cell Line databases (updated quarterly).
• Manage I3H, Colton, and building listservs and community communications, including bi-annual tracking of faculty/trainee honors and awards and broadcasting major accolades across all platforms, quarterly advertising of NIH Concepts, and distribution of reagent requests as needed.

Qualifications

Bachelors degree and 2 to 3 years of experience or equivalent combination of education and experience is required.

Position is contingent upon continued funding.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$55,962.00 - $60,000.00 Annual 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, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements 
Background checks may be 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