University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

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

Job Profile Title

Coordinator B

Job Description Summary

Provide program coordination and support for Research Trainee Affairs, with primary responsibility for the Summer Undergraduate Internship Program (SUIP) and recruitment activities across research training programs. Support the Faculty Directors for SUIP and the Faculty Assistant Director for Recruitment in the coordination of undergraduate research training, admissions, trainee onboarding, program activities, and recruitment of prospective trainees to SUIP, PennPREP, PennPORT, Biomedical Graduate Studies (BGS) PhD programs, the PSOM MD-PhD/MSTP Program, and the Biomedical Postdoctoral Program (BPP). Report to the Assistant Dean and Faculty Director of Research Trainee Affairs and work closely with the SUIP Faculty Directors, Faculty Assistant Director for Recruitment, Research Trainee Affairs PhD student and postdoctoral fellows, and administrative staff across BGS, BPP, MSTP, Finance, the Provost’s Office, and other collaborating offices.

Job Description

Job Responsibilities

Admissions

Facilitate admissions for the Summer Undergraduate Internship Program (SUIP) under the direction of the Research Training Program Faculty Directors. Responsibilities include:

• Develop, review, and maintain program applications within Penn's admissions systems.
• Ensure application requirements, eligibility criteria, deadlines, and instructions are clearly communicated on the Research Trainee Affairs website and other recruitment materials.
• Interface with admissions systems to collect, organize, and maintain candidate application materials.
• Develop and communicate admissions review timelines and facilitate streamlined application review by Recruitment Ambassadors and other designated reviewers.
• Review and update applicant evaluation tools in collaboration with Faculty Directors.
• Ensure program applications, evaluations, and admissions decision records are complete and appropriately maintained.
• Generate admissions and applicant reports as needed.
• Review and facilitate application materials and processes associated with the Leadership Alliance Summer Research Early Identification Program (SR-EIP).
• Serve as the primary Research Trainee Affairs point of contact for affiliate programs participating in SUIP.

Undergraduate Research Training Program Coordination

Coordinate the planning and implementation of Research Trainee Affairs undergraduate research training programs, with primary responsibility for SUIP, under the direction of the Research Training Program Faculty Directors and in collaboration with Research Trainee Affairs Fellows.

Responsibilities include:

• Coordinate the process for matching interns with prospective faculty research mentors.
• Plan and coordinate intern and faculty mentor orientations.
• Coordinate weekly SUIP Fellow meetings and regular intern check-ins.
• Work with Faculty Directors and Research Trainee Affairs Fellows to develop lesson plans, professional development sessions, workshops, and other program curriculum.
• Coordinate intern research presentations, Penn research symposia, and related program events.
• Coordinate program social and community-building activities.
• Serve as the primary program contact for participating affiliate programs.
• Serve as Program Coordinator for Penn's participation in the Leadership Alliance summer research program.
• Maintain program calendars, participant records, schedules, communications, and other materials necessary for successful program implementation.
• Support assessment and reporting of program participation, activities, and outcomes as requested by Faculty Directors.

Trainee Onboarding and Program Logistics

Facilitate onboarding and program logistics for SUIP participants under the direction of the Research Training Program Faculty Directors. Responsibilities include:

• Coordinate summer housing arrangements and contracts with Penn Housing.
• Coordinate trainee travel to and from Philadelphia for participation in SUIP and relevant conferences.
• Communicate housing, arrival, departure, and other logistical information to interns.
• Facilitate access to student health services when needed.
• Coordinate PennCard, building, and other required campus access.
• Maintain onboarding timelines and communicate required actions and deadlines to incoming interns.
• Troubleshoot participant logistical issues in coordination with appropriate University offices.

Recruitment Activities

Support the Research Trainee Affairs Faculty Assistant Director for Recruitment in implementing recruitment activities, with administrative and logistical assistance from the Research Trainee Affairs Administrative Coordinator.

Responsibilities include:

• Coordinate the development and dissemination of recruitment materials, including program brochures, flyers, presentations, and digital materials.
• Maintain and regularly update Research Trainee Affairs recruitment webpages and program information.
• Coordinate and support recruitment visits to colleges, universities, conferences, and other recruitment venues.
• Develop travel itineraries and recruitment agendas for participating faculty, trainees, and staff.
• Coordinate registration and logistical planning for recruitment conferences and events.
• Participate in recruitment travel and represent Research Trainee Affairs at national conferences and institutional recruitment events as needed.
• Supervise and coordinate the collection, organization, packing, shipping, and distribution of recruitment materials.
• Maintain institutional, faculty, program, and prospective student contact lists and coordinate recruitment communications and mailings.
• Coordinate planning and implementation of Fontaine Society Revisit Weekend activities assigned to Research Trainee Affairs.
• Supervise and support Research Trainee Affairs Fellows in the development and implementation of the multi-part Paths to PhD recruitment and outreach program.

Social Media and Marketing

Support communications and marketing for Research Trainee Affairs undergraduate research training and recruitment activities. Responsibilities include:

• Assist with the development and updating of recruitment materials, program brochures, flyers, presentations, and other communications.
• Maintain and regularly update relevant Research Trainee Affairs webpages.
• Work with Research Trainee Affairs PhD student and postdoctoral fellows to develop and coordinate social media content highlighting programs, opportunities, trainees, recruitment activities, and program accomplishments.
• Help ensure consistent Research Trainee Affairs branding and accurate program information across recruitment and communications platforms.

Program Administration and Financial Coordination

Work closely with the Research Trainee Affairs Administrative Coordinator and BGS Finance Office to support the administrative and financial operations of SUIP and recruitment activities.

Responsibilities include:

• Track program expenditures and budgets for SUIP and recruitment activities.
• Facilitate participant, faculty, staff, and trainee reimbursements.
• Coordinate purchasing and procurement of program and recruitment materials.
• Maintain appropriate financial documentation and records.
• Assist with reconciliation and reporting of program expenditures.
• Ensure required documentation is submitted accurately and in accordance with University policies and deadlines.

Qualifications

We are seeking a dynamic, highly organized individual to coordinate undergraduate research training and recruitment programs within Research Trainee Affairs and to support initiatives designed to expand access to biomedical research training and graduate education.

A bachelor's degree and 2-3 years of relevant experience, or an equivalent combination of education and experience, are required. A degree or professional experience in a STEM, biomedical, science-related, higher education, student affairs, research training, or related field is strongly preferred. Experience coordinating academic, research training, undergraduate research, recruitment, or student-facing programs is also preferred.

The successful candidate will demonstrate:

• A 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 students, 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 while also functioning effectively within a collaborative team environment.

Some evening and weekend work will be required during major program and recruitment activities. Candidates must be willing and able to travel periodically, including to national recruitment conferences and institutional recruitment events.

Working Conditions

Office, library, computer room, university event spaces, and periodic travel to conferences and recruitment events.

Physical Effort

Typically sitting at a desk or table, with periodic physical activity associated with program events, recruitment activities, and preparation or transportation of program materials.

Resource Exposure

The position may:

• Have access to private information such as Social Security numbers, personal information, and financial information for students, alumni, staff, or faculty.
• Handle University purchasing cards, PennCards, or other payment mechanisms as authorized.
• Purchase supplies or materials for the department or organization.
• Have access to sensitive information related to research programs, trainees, grants, and University activities.
• Have broad access to University buildings as required for program responsibilities.
• Be subject to background-check requirements established by Federal, State, local, University, or external regulatory requirements.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$55,962.00 - $60,000.00 Annual 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.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay