• Administrative Coordinator

    Penn Medicine (Philadelphia, PA)


    Description

    Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

     

    Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

     

    Entity: Corporate Services

     

    Department: Real Estate and Architecture

     

    Hours: M-F, 8 hr days, hybrid

    Summary:

    The Administrative Coordinator will be a highly organized individual that will support the daily operation of the department of Real Estate, Design & Construction. Reporting to the Lease Administration Manager, the incumbent will be the primary department contact supporting the financial, supply, administrative and HR support needs for the Leadership team and the Project Managers. The incumbent will work closely with and take direction from the Lease Administration Manager to prioritize daily, weekly and monthly activities as well as other priorities as they may arise.

    Responsibilities:

    + Provide administrative support to department leadership and staff as needed.

    + Coordinate and manage department meetings, schedules, and related logistics.

    + Handle ordering of office and kitchen supplies, business cards, equipment, and other requested items with appropriate approvals.

    + Prepare, submit, and track requisitions, process invoices, and support purchasing activities.

    + Process and track contracts through appropriate systems, collaborating with contract administration, property, and project management teams to ensure compliance.

    + Assist in maintaining current Certificates of Insurance (COI) in collaboration with Supply Chain and contract administration office.

    + Communicate with various internal teams (e.g., project managers, property managers, supply chain, accounts payable) and vendors to resolve issues and discrepancies.

    + Complete departmental check requests and other payment processes.

    + Support project managers with tracking project commitments and actuals, financial reporting, and monthly reconciliations.

    + Prepare and deliver reports on project status, cash flow, and financial metrics, adapting to specific departmental and organizational needs.

    + Participate in department committees, tracking membership and responsibilities as needed.

    + Prepare and distribute agendas, meeting materials, minutes, and attendance records for team meetings.

    + Perform duties in alignment with organizational values, policies, and procedures.

    + Execute additional tasks as assigned to support department and organizational objectives.

    + Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

    + Other duties as assigned to support the unit, department, entity, and health system organization UPHS Organizational

    Education/Experience:

    + HS Diploma/GED. (Required)

    + 5+ years of administrative and financial support experience. (Required)

    + Bachelor's degree and 5+ years of administrative and financial support experience. (Preferred)

     

    We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

     

    Live Your Life's Work

     

    We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

    REQNUMBER: 284615