Administrative Coordinator

Administrative Coordinator

Job Description Summary
The EHRS Administrative Coordinator at the University of Pennsylvania is responsible for supporting the operational, HR, and general office functions within the Environmental Health and Radiation Safety (EHRS) division. This role includes managing hazardous waste manifests, coordinating medical clearances, processing various administrative requests, maintaining office supplies and equipment, assisting with onboarding and offboarding, and supporting the coordination of meetings and events. The position ensures smooth administrative operations and efficient communication within the EHRS team and with external stakeholders.

Job Responsibilities

• Operational Support - Scan hazardous and radiological waste manifests and enter them into SharePoint. Process accident/incident reports for review and follow-up by EHRS staff. Process conference registrations, professional membership, and credentialing renewals. Process submissions for Bloodborne Pathogen and Exposure Control Plans from laboratories and upload to the BioRaft database. Coordinate vehicle service, inspections, insurance, repairs, purchasing, and maintain the WEX report for the department.
• Administrative Coordination - Process Radiation Safety Training uploads. Process and distribute emails from the EHRS@EHRS inbox (including training and resource requests, incident reporting). Process and send out laboratory signage and label requests. Send and manage official correspondence letters to federal and local regulatory agencies. Send out shipping training certifications to laboratory staff who have successfully completed training.
• Procurement and Supplies Management - Purchase office supplies and other required equipment for EHRS staff. Coordinate departmental shipping of letters, equipment, etc. Maintain office supplies, equipment (copier, projectors, water/ice machine), and coffee/kitchen items.
• Meeting and Event Coordination - Assist with coordinating internal and external EHRS meetings (doodle poll, calendar invitations, conference room reservations, food, and logistics). Assist with the coordination of all-office events such as town halls, professional development sessions, and celebrations.
• HR Support - Coordinate candidate interviews. Coordinate onboarding and offboarding of EHRS staff (office space, physicals, scrubs, lab coats, business cards).
• General Office Management - Coordinate office and MOD5 repairs and maintenance. Answer EHRS phones and door for requests for entry into the EHRS Office. Process mail/package deliveries. Develop and distribute the EHRS weekly newsletter.
• Calendar and Expense Management - Provide calendar assistance for EHRS leadership. Process expense reports in Concur, ensuring they are reviewed and approved by the finance team.
• Database Management - Oversee the Knowledgelink mailbox for hospital clients. Assist staff in gaining building keycard access and ID's for campus and healthcare systems.
• Communication and Record Keeping - Distribute daily emails to staff covering PTO, vehicle reservations, and conference room availability. Update and maintain office phone lists and organizational charts.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
• Familiarity with computers, IT, Microsoft, business databases, and financial systems,
• Strong organizational skills
• Professional communication, written and oral skills
• Customer service experience

Application Requirement
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Provost's Center

Pay Range
$21.15 - $28.00 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.