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   Current UPHS employees must apply HERE

Administrative Coordinator, PAH Dept. of Medicine

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Job ID: 181192
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: 8:00AM-4:30AM, M-F | Hybrid

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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?

Job Summary:

  • The Administrative Coordinator in the Department of Medicine will provide administrative support to the Chair of Medicine, oversee the Ongoing Professional Practices Evaluations (OPPEs) and Focused Professional Practice Evaluations (FPPEs) for the Department and oversee the scheduling and accreditation of the continuing medical education (CME) programs such as Grand Rounds and the Morbidity and Mortality conferences. In addition, in concert with, and under the direction of the coordinator of medical education, the administrative coordinator will help run the essential components of the internal medicine residency program.


  • Office management to include managing the routine operation of the Chair’s Suite, ensuring efficient operations.
  • Manage and maintain complex calendar of the Chair of Medicine.
  • Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of chair.
  • Coordinate travel arrangement, develop itineraries and process reimbursements and payments.
  • Reports - collect and compile data and material accurately for report, budgets, coordinated, etc.
  • Prepare edit and distribute varies written communications and documents.
  • Complete and prepare correspondence for signature.
  • Maintain files and records and manages incoming calls and emails.
  • Support and comply with all standards for UPHS licensure to include JCAHO, State and any other licensing agencies.
  • Manage and maintain schedules for resident and medical student rotations, clinics, and conferences.
  • Manage resident portfolios, evaluations, and verification of training documentation
  • Proctor exams as necessary
  • 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  


  • Bachelor's degree (Required)
  • 1+ years of experience supporting an organization leader, preferably in a non-profit organization, and in graduate medical education or equivalent logistical experience (Required)

Skills & Abilities:

  • Demonstrate interpersonal/verbal communication skills and communicates effectively
  • Must show initiative and good judgement
  • Demonstrated critical thinking and problem solving skills
  • Demonstrated organization skills and ability to prioritize work/projects
  • Ability to multi task
  • Ensures Accountability
  • Works collaboratively with others to meet shared objectives
  • Must be attentive to detail
  • Interpersonal savvy with demonstrated successful relationship building all levels of staff, physicians, and executives
  • Knowledge and experience in Microsoft Office Suite, SharePoint, and project management tracking tools

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 and Affirmative Action 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.

   Current UPHS employees must apply HERE
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