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Inside Higher Ed · 3 days ago

Administrative Coordinator - Communication Neuroscience Lab

Philadelphia, PA

Full-time

Onsite

Entry, Mid Level

$20.45/hr - $25/hr

1+ years exp

The University of Pennsylvania is a world-renowned leader in education, research, and innovation. The Communication Neuroscience Lab is seeking an Administrative Coordinator to support lab operations, manage schedules, coordinate meetings, and assist with various administrative tasks to facilitate research activities.

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Responsibilities

Provide overall support to the lab's Director, Dr. Emily Falk, which may include: managing busy schedules, making travel arrangements, and copy-editing and formatting formal documents like recommendation letters and grant submissions

Coordinate with team members and external collaborators to organize lab-wide or project-related meetings. This may involve managing shared calendars, scheduling meetings, sending reminders, drafting agendas, taking notes, and assisting with progress reports

Serve as the initial lab contact person by answering incoming emails to the lab, directing inquiries to appropriate lab members, and drafting various communications to outside individuals, such as collaborators, funders, prospective students, and local community members

Plan and coordinate lab social and team-building events, which can involve coordinating catering, making reservations, ordering or picking up supplies, and preparing activities. We are passionate about making time for joy, and you can help make it happen!

Document financial transactions including (but not limited to) travel reimbursements, payments to vendors, and purchases for the lab

Enter information on incoming and graduating lab members, ongoing projects, and new publications into existing systems/databases. Use this information to update the lab website, craft posts for lab social media accounts, Dr. Falk's CV, grant reports, and our annual center report to the Dean of ASC

Assist with onboarding and offboarding of lab members, and coordinating with other departments to ensure access to facilities, technology, documentation, and other resources

Depending on the interests and previous experiences of the coordinator, this position also has the potential to include other administrative parts of the research process, such as: updating study documentation, testing surveys, IRB management, and tracking participant payment. (Note: Experience with/interest in experimental research is a welcome bonus, but not a requirement for application.)

Qualification

Administrative supportGoogle Suite ApplicationsTime managementInterpersonal skillsOrganizational skillsAttention to detailEvent planningProactivityTeamworkCommunication skills

Required

BA/BS with at least 1-2 years of related experience or H.S. Diploma or GED Required with at least 5-7 years of related experience, or equivalent combination of education and experience

Experience providing administrative support

Comfort using Google Suite Applications (e.g., Calendar, Docs, Sheets)

Superb attention to detail

Highly organized, responsible, and reliable

Excellent with time management (balancing multiple tasks at once, prioritizing, and holding oneself accountable to meet deadlines)

Ability to work independently, as well as in a team

Strong interpersonal skills, including both written and oral communication

Willingness to learn how to use new online tools and software for scheduling, productivity, management, social media, and/or research

Preferred

Past experience providing administrative support in a college, university, or other research-intensive settings

with calendar management (e.g., as an executive assistant) or group scheduling with a team of 10+

with tracking information with spreadsheets, databases, and/or project management software

Someone who is proactive (identifies and addresses potential future challenges before they arise)

self-identifies as 'a planner'

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.