Research Administrative Coordinator

Job Description Summary

The laboratories of Drs. Marco Ruella, Vijay Bhoj, and Gregory Beatty at the University of Pennsylvania's Abramson Cancer Center seek a highly organized and proactive Research Administrative Coordinator to support a dynamic translational research environment in cancer immunotherapy. This position provides comprehensive executive and research administrative support to Dr. Marco Ruella, with targeted administrative support to Dr. Vijay Bhoj and limited operational support to Dr. Gregory Beatty.

Job Responsibilities

• Manage ordering, vendor communication, quotes, invoice tracking, budget coordination, EHRS/facilities, and shipment logistics across laboratories.
• Manage complex calendar and travel; coordinate meetings; maintain CV, biosketch, and FEDS; update lab website; assist with grant submissions and manuscript preparation; support academic and programmatic initiatives.
• Coordinate calendar/scheduling and process travel reimbursements (Concur) aligned with PI activities; support ordering as needed
• Provide limited support focused exclusively on laboratory ordering and procurement activities within the PCRC.
• Process invoices and reimbursements; assist with budget tracking; liaise with grants managers; support IRB submissions, renewals, and amendments.
• Maintain lab communications, directories, LISTSERVs; coordinate meetings, retreats, and internal communications.
• Serve as liaison with HR; onboard new hires and visiting scholars (including international); coordinate documentation and training compliance.
• Organize invited speakers, seminars, and internal/external events.
• Other duties as assigned.

Qualifications

High School Grad/GE Degree, Bachelor of Science, and 5 to 7 years of experience or equivalent combination of education and experience is required.