administrative assistant Philadelphia, PA
University of Pennsylvania
Full Time
Philadelphia, PA
10.56 - 12.04 USD Today
Job description
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
PEIC Research Administrative Coordinator (Department of Neuropsychiatry)Job Profile Title
Research Administrative CoordinatorJob Description Summary
This position coordinates research administrative activities in support of the principal investigator, project manager and other key stakeholders. May provide support for multi-year grant proposals and renewal process. Will coordinate data collection, quality control, storage and management. Maintains database for efficient information management and reporting. Participates in research team meetings to problem solve follow-up challenges with the intent to improve the quality of data obtained. Participates in reporting and dissemination activities related to research findings. Assists with manuscript preparation and dissemination of results. May also coordinate special research projects and meeting as needed.Job Description
The Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the school has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education.
http://www.med.upenn.edu/
.Research Administrative Coordinator
The Research Administrative Coordinator (RAC) provides research and administrative support, with supervision, to the Pennsylvania Early Intervention Center (PEIC) / HeadsUp Co-Directors, Manager, Program Evaluation Data Analyst and Coordinator, Community Outreach Coordinator, Clinical and Outreach Support Specialist, Education and Tele-Therapy Manager and affiliated faculty and staff, as needed. Responsibilities include managing the PEIC / HeadsUp team’s complex meeting schedules and representing PEIC / HeadsUp leadership to external First Episode Psychosis (FEP) contacts, as well as University, Health System, School and Department officials, faculty and staff. The RAC will assist in creating and managing Internal Review Board (IRB) submissions and associated physical/electronic study binders, tracking human research subject trial participation, assist in screening procedures and be the lead contact for FEP research initiatives. They will be trained to administer Computerized Neuropsychological Batteries (CNB) to FEP program participants. Continued responsibilities include implementing administrative processes and projects that support the PEIC / HeadsUp including management of logistics and other aspects of the PEIC / HeadsUp's committees; managing office documents and information; composing, typing, editing and/or reviewing correspondence and other written materials; assisting faculty with inquiries and PEIC / HeadsUp procedures; and compiling PEIC / HeadsUp data for reporting to sponsor. They will perform administrative support functions including: maintaining calendars and scheduling appointments; coordinating meetings, presentations and conferences; handling travel, lodging, and related arrangements; compiling and distributing correspondence, agendas, minutes, memoranda, reports, and related materials; obtaining signatures as necessary; monitoring follow-up and/or response for all administrative items; filing paper and electronic documents; initiating the processing and tracking status/outcome of all PEIC / HeadsUp related expenditures, including obtainment of quotes and invoices; and requesting and compiling data related to PEIC / HeadsUp grant deliverables into databases. The Research Administrative Coordinator will be responsible for oversight of computing and office supply needs, and be responsible for coordinating and implementing any on-site activities. They will assist the directors with HR operations including orienting new employees and maintaining staff files. The Research Administrative Coordinator supports the PEIC / HeadsUp Co-Directors, Manager and leadership/management team and is the main contact with the Department Business Office. The Research Administrative Coordinator reports to the PEIC / HeadsUp Center Manager.
Qualifications
High School Grad/GE Degree, Bachelor of Science, and minimum of 5 years of experience or an equivalent combination of education and experience, required. Strong oral and written communication skills required. Intermediate skills in Word/Excel/Outlook/Microsoft Office Suite and ability to effectively use the Internet required; familiarity with Mac computers/operating systems preferred. Familiarity with First Episode Psychosis and related research experience preferred. The position requires someone with excellent organizational, problem-solving and interpersonal skills, and the ability to thrive in a fast-paced environment with competing deadlines and priorities, whether working autonomously or as part of a team. The Research Administrative Coordinator must be able to exercise sound judgment and discretion in working with confidential and sensitive matters. Knowledge of Concur and the University of Pennsylvania environment, and global health interest/experience are highly desirable.
Position contingent on funding.
Working Conditions
Office, Library, Computer Room; Requires extensive safety
Physical Effort
Typically sitting at a desk or table; Occasional lifting 25 lb. or less.
Physical Effort
Typically sitting at a desk or table; Occasional lifting 25 lb. or less.
Job Location - City, State
Philadelphia, PennsylvaniaDepartment / School
Perelman School of MedicinePay Range
$20.45 - $24.00 Hourly RateSalary 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.
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.
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.
To learn more, please visit:
https://www.hr.upenn.edu/PennHR/benefits-pay
