About Company
Penn Medicine is a world-renowned academic medical center and health system dedicated to the highest quality patient care, medical education, and biomedical research. As one of the nation’s leading forces in medical innovation, we are committed to advancing health care through discovery, training the next generation of leaders, and providing compassionate, state-of-the-art clinical services. With a rich history spanning over two centuries, Penn Medicine comprises the University of Pennsylvania Health System and the Perelman School of Medicine. Our diverse team of professionals works collaboratively across multiple hospitals, outpatient facilities, and research centers, all united by a common mission to improve health and provide outstanding care to the community and beyond. We foster an inclusive environment where every team member is valued and has the opportunity to contribute to our collective success and transformative impact.
Job Description
Join Penn Medicine as an Administrative Coordinator and become an integral part of a dynamic and mission-driven team. This pivotal role is perfect for an organized, proactive, and detail-oriented professional who thrives in a fast-paced healthcare or academic environment. As an Administrative Coordinator, you will play a crucial role in ensuring the smooth and efficient operation of our department, providing essential support to faculty, staff, and leadership. Your contributions will directly impact our ability to deliver exceptional patient care, conduct groundbreaking research, and educate future medical professionals. You’ll be responsible for a wide array of administrative tasks, from managing complex schedules and coordinating meetings to handling communications and processing vital documents. We are looking for someone who can anticipate needs, problem-solve effectively, and maintain a high level of professionalism and discretion at all times. This position offers a unique opportunity to contribute to an organization at the forefront of medical innovation, surrounded by passionate and dedicated colleagues. If you possess a strong work ethic, excellent interpersonal skills, and a commitment to operational excellence, we encourage you to apply and help us continue our legacy of leadership and service in healthcare. Penn Medicine values diversity and inclusion, and we are committed to creating a workplace where all employees feel valued and empowered to bring their authentic selves to work.
Key Responsibilities
- Manage and maintain complex calendars for leadership and team members, including scheduling meetings, appointments, and travel arrangements.
- Prepare, edit, and distribute correspondence, presentations, reports, and other documents with meticulous attention to detail.
- Organize and coordinate meetings, including booking venues, preparing agendas, distributing materials, recording minutes, and ensuring follow-up on action items.
- Act as a primary point of contact for internal and external inquiries, exercising excellent judgment and communication skills.
- Process invoices, expense reports, and departmental requisitions in compliance with institutional policies.
- Maintain organized physical and electronic filing systems, ensuring data integrity and accessibility.
- Assist with special projects, events, and initiatives as assigned, demonstrating flexibility and adaptability.
- Order and maintain office supplies, equipment, and ensure a well-organized and functional workspace.
- Onboard new staff, assisting with necessary paperwork, system access, and initial orientation.
- Facilitate effective communication flow within the department and across various Penn Medicine entities.
Required Skills
- Minimum of 2 years of administrative support experience in a professional office environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional organizational skills and meticulous attention to detail.
- Strong written and verbal communication skills.
- Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
- Demonstrated ability to maintain confidentiality and exercise discretion.
- Problem-solving aptitude and proactive approach to task management.
- High school diploma or equivalent.
Preferred Qualifications
- Associate's or Bachelor's degree in business administration or a related field.
- Experience in a healthcare, academic, or large institutional setting.
- Familiarity with financial systems (e.g., SAP) and collaboration tools (e.g., SharePoint, Teams).
- Experience supporting multiple individuals at various levels of leadership.
Perks & Benefits
- Comprehensive health, dental, and vision insurance plans.
- Generous paid time off, including vacation, sick leave, and holidays.
- Retirement savings plans with employer contributions.
- Tuition assistance for continuing education and professional development.
- Wellness programs and employee assistance initiatives.
- Discount programs for local businesses and services.
- Access to state-of-the-art facilities and a collaborative work environment.
- Opportunities for career growth and advancement within a leading academic medical center.
How to Apply
Interested candidates are encouraged to apply directly through the Penn Medicine careers portal. Please click on the application link below to submit your resume and cover letter. We look forward to reviewing your qualifications!