Program Coordinator
About The Position
The Program Coordinator provides executive administrative support for department-wide operations and the Chief Operating Officer of the Abramson Cancer Center (ACC). The role handles complex and confidential administrative, operational, and project coordination activities that support departmental goals and the efficient functioning of the office. As a liaison among ACC leadership, faculty, staff, and institutional partners, the coordinator helps represent the office and maintain communication across a complex organization. The position manages executive schedules, meetings, events, travel, and special projects, exercising sound judgment, discretion, organization, and prioritization in a fast-paced environment. It also supports administrative staff across the ACC with onboarding, training, guidance, mentorship, and operational best practices. The successful candidate handles sensitive information professionally, provides excellent customer service, takes initiative, and works independently with minimal supervision. Some work may occur outside regular business hours. The position is contingent upon grant funding.
Requirements
- Bachelor of Arts and 2 to 3 years of experience, or an equivalent combination of education and experience.
- Ability to handle sensitive, complex, and confidential information competently and professionally.
- Strong organizational skills, flexibility, sound judgment, discretion, and ability to prioritize competing responsibilities.
- Excellent customer service and initiative.
- Ability to work independently with minimal supervision.
Responsibilities
- Provide operational and administrative support for department-wide activities.
- Serve as the primary contact for departmental archival records and records management; develop and maintain office procedures and operational documentation; manage departmental mail services, parking records, and patient reimbursement processes.
- Coordinate departmental space management and utilization records; serve as key custodian for the 12th-floor office space; manage procurement, shipping, inventory tracking, and decommissioning of non-capital equipment; coordinate capital equipment asset tracking and tagging; maintain supply inventories; submit and track facilities maintenance requests and work orders.
- Submit and track IT service requests for office operations and executive leadership; manage Adobe software licensing for third-party workers; support the REDCap intake and workflow routing system.
- Administer conference room scheduling and operations for the 12th floor and coordinate Finance & Administration employee onboarding and offboarding.
- Provide executive-level administrative support to the Chief Operating Officer, including complex calendar management across multiple time zones, travel coordination, document preparation and editing, expense reports and reimbursements, and assistance with financial and budget-related activities.
- Coordinate and support meetings, programs, events, conferences, and special projects, including scheduling, logistics, audiovisual and catering arrangements, travel coordination, presentation materials, note-taking, and action-item follow-up.
- Develop and distribute meeting and event communications, invitations, and supporting materials.
- Coordinate interview scheduling and recruitment logistics.
- Support onboarding and provide training, guidance, and mentorship to administrative assistants and coordinators across the ACC, promoting consistent administrative practices and operational processes.
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, including dependent-child tuition assistance 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, and cultural and recreational activities.
- Employee discounts and special services, including arts, entertainment, transportation, and other goods and services.
- Flexible work options and hours.
- Forgivable home ownership loan for eligible employees purchasing a home or currently residing in West Philadelphia.
- Adoption expense reimbursement for eligible employees.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
