Program Coordinator for Recruitment & Undergraduate Training Programs, Research Trainee Affairs

University of Pennsylvania Perelman School of Medicine

7d•$55,962 - $60,000

About The Position

The Program Coordinator provides coordination and administrative support for Research Trainee Affairs, with primary responsibility for the Summer Undergraduate Internship Program (SUIP) and support for recruitment across research training programs. The role supports undergraduate research training, admissions, onboarding, program activities, and recruitment for SUIP, PennPREP, PennPORT, Biomedical Graduate Studies (BGS) PhD programs, the PSOM MD-PhD/MSTP Program, and the Biomedical Postdoctoral Program (BPP). The coordinator reports to the Assistant Dean and Faculty Director of Research Trainee Affairs and works with faculty directors, the Faculty Assistant Director for Recruitment, Research Trainee Affairs fellows, and administrative staff across BGS, BPP, MSTP, Finance, the Provost’s Office, and collaborating offices. The position coordinates SUIP admissions and program delivery, including applications and review processes, intern-to-mentor matching, orientations, meetings, curriculum, presentations, events, onboarding, housing and travel logistics, and participant support. It also supports recruitment planning and travel, marketing and social media, website updates, program communications, and financial administration such as expenditure tracking, reimbursements, purchasing, and records. The position is based in Philadelphia, Pennsylvania. The working environment includes an office, library, computer room, university event spaces, and periodic travel to conferences and recruitment events. Some evening and weekend work is required during major program and recruitment activities; periodic travel, including nationally, is required. The role may involve access to sensitive personal, financial, research, and university information, purchasing/payment mechanisms, and university buildings.

Requirements

Bachelor’s degree and 2–3 years of relevant experience, or an equivalent combination of education and experience.
Strong service orientation and excellent interpersonal and communication skills.
Ability to manage multiple complex projects, deadlines, and constituencies simultaneously.
Strong organizational, data-management, and record-keeping skills.
Excellent written communication, editing, and presentation skills.
Strong computer skills and ability to learn and work effectively with University admissions, administrative, and data-management systems.
Experience with websites, digital communications, and social media.
Ability to work effectively and professionally with undergraduate and graduate students, postdoctoral fellows, faculty, staff, and external institutional partners.
Excellent attention to detail, particularly for admissions records, participant logistics, travel, purchasing, reimbursements, and financial documentation.
Ability to work independently and effectively in a collaborative team environment.
Willingness and ability to travel periodically, including to national recruitment conferences and institutional recruitment events.
Ability to work some evenings and weekends during major program and recruitment activities.

Nice To Haves

A degree or professional experience in a STEM, biomedical, science-related, higher education, student affairs, research training, or related field.
Experience coordinating academic, research training, undergraduate research, recruitment, or student-facing programs.

Responsibilities

Coordinate SUIP admissions, including maintaining applications and instructions, managing application materials, facilitating reviews, maintaining decision records, generating reports, and supporting the Leadership Alliance Summer Research Early Identification Program (SR-EIP).
Serve as the primary Research Trainee Affairs contact for affiliate programs participating in SUIP.
Coordinate undergraduate research training programs, primarily SUIP, including mentor matching, orientations, weekly fellow meetings, intern check-ins, curriculum, presentations, symposia, social activities, calendars, records, schedules, and program communications.
Serve as Program Coordinator for Penn’s participation in the Leadership Alliance summer research program.
Support assessment and reporting of program participation, activities, and outcomes.
Coordinate SUIP trainee onboarding and logistics, including housing contracts, travel, arrival and departure information, student health access, PennCard and building access, timelines, and troubleshooting.
Support recruitment activities by developing and distributing recruitment materials, updating webpages, arranging visits and conference participation, preparing itineraries and agendas, coordinating registration and logistics, and representing Research Trainee Affairs at events as needed.
Coordinate recruitment-material collection, organization, packing, shipping, and distribution; maintain contact lists; and coordinate recruitment communications and mailings.
Coordinate assigned Research Trainee Affairs activities for Fontaine Society Revisit Weekend and support Research Trainee Affairs Fellows’ Paths to PhD recruitment and outreach program.
Support marketing and communications, including brochures, flyers, presentations, webpages, and social media content; help maintain accurate information and consistent branding.
Track SUIP and recruitment budgets and expenditures; facilitate reimbursements; coordinate purchasing; maintain financial records; assist with reconciliation and expenditure reporting; and submit documentation according to University policies and deadlines.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses.
Tuition assistance for employees, spouses, and dependent children at Penn, and for dependent children at other institutions.
Basic, matching, and supplemental retirement plans with pre-tax or Roth savings options.
Substantial time away from work during the year.
Long-term care insurance.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, libraries, athletic facilities, cultural activities, and recreational activities.
Discounts and special services, including arts, entertainment, transportation, and other goods and services.
Flexible work options and flexible work hours.
Forgivable home ownership loan for eligible employees in connection with buying a home or residing in West Philadelphia.
Adoption assistance reimbursement for eligible expenses, for up to two adoptions in the household.