Research Administrative Coordinator (Machine Biology Group)
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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.
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