Administrative Coordinator

Up to US$46000 per annum + Highly Competitive Salary
  1. Contract
  2. Administrative, General Management, Other
  3. United States
Philadelphia, USA
Posting date: 15 Feb 2024

This vacancy has now expired. Please see similar roles below...

Administrative Coordinator - Contract to Permanent - Onsite

Proclinical Staffing is seeking an Administrative Coordinator to join an innovative medical program. This is a contract to permanent role located in Philadelphia, PA.

Primary Responsibilities

As the Administrative Coordinator, you will provide administrative support to departmental faculty, including but not limited to, those in leadership positions. Duties will include advanced level support of faculty and special projects, coordination of academic events, maintaining schedules and/or other academic project management responsibilities.

Skills & Requirements:

  • Some college course work required, bachelor's degree preferred.
  • Minimum of 3-5 years' experience as Administrative Assistant or comparable position in high volume, professional office environment.
  • Must be detail-oriented, possess excellent communication and organizational/time management skills, and be able to handle multiple tasks with simultaneous deadlines.
  • Must be able to represent the office and department in a highly professional manner, maintain confidentiality at all levels and work with diverse constituencies.
  • Must be proficient in various computer software products (MS Teams, Word, Excel, PowerPoint, Outlook, Canva, Adobe, Zoom, etc.).
  • High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
  • Strong customer service approach, outstanding communication skills, advanced organizational skills and professional demeanor.

The Administrative Coordinator will:

  • Provide advanced-level administrative support for one departmental Vice Chair and/or Senior Level Faculty
    • Manage calendars; ensure that all logistics are complete and that all appropriate background documentation is provided for all meetings.
    • Schedule and support high level meetings involving Vice Chair, Faculty Leadership and other senior constituents within, and external to, the department; prepare minutes as appropriate, in a timely manner.
    • Ensures that all correspondence, written materials, documents are prepared in timely manner for review and distribution to meet all deadlines. Also ensures that all documents are filed securely and appropriately.
    • Serve as liaison and interface, UPHS, PSOM and Department administrative units, as well as national and international affiliations.
    • Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
    • Manage travel and reimbursements for national and international meetings and invited lectures.
  • Provide administrative assistance to support select departmental faculty academic activities.
    • Manage calendars and assist with meeting preparations.
    • Prepare and track reimbursement/requests for payment for faculty to include journal subscriptions and membership dues.
    • Coordinate complex expense reporting to ensure proper reimbursement from outside agencies and organizations as well as UPHS administration.
    • Maintain background documentation for and assist with preparation of various reports for select faculty and related department initiatives.
    • Maintain current CV and BioSketch for select department faculty
    • Manage and process licenses and expenses related to academic activities.
  • Provide support for departmental events. Responsibilities include:
    • Maintain records in Departmental database (DERMIS);
    • Assist in coordination of Departmental events to include sending invitations, collecting RSVP's, securing venue/catering arrangements with internal and external offices/vendors.
    • Perform standard office functions to include answering phones, screening and triaging messages as appropriate; opening and sorting incoming mail; preparing correspondence; confirming appointments; scheduling meetings; organizing and maintaining files.
    • Provide support to the Chairman, Chair's office team and COO daily.
  • Provide academic-focused administrative support to specific program(s), such as those listed below or another deemed a priority by department leadership:
    • Dermatopathology
    • Clinical Programs, such as PennDOC, Derm Surgery, General Dermatology, etc.
    • Clinical Research Program
    • Basic Research Program
    • Satellite Faculty
  • Provide administrative assistance to support Departmental activities. Responsibilities include:
    • Perform additional duties as assigned
  • Providing advanced level administrative support to faculty in varying ranks and tracks.
  • Manage complex schedules and coordinate travel
  • Process reimbursements
  • Assist with items related to grant, manuscripts and presentations
  • Maintain faculty CVs, NIH biosketches and bibliography
  • Maintain departmental database containing departmental contacts' profile information
  • Assist in completion of duties related to special departmental projects and events.
  • Support compliance initiatives, annual events and communications as needed.
  • Perform standard office duties, such as answering phones, scheduling and coordinating meetings, screening and triaging requests, managing correspondence, inventory and ordering supplies, processing purchase orders, maintaining files and records.

If you are having difficulty in applying or if you have any questions, please contact Janelle Jones at (+1) 267-297-3257 or

Proclinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.

Proclinical Staffing is an equal opportunity employer.