Description
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?
Administrative Coordinator, PPMC HR
Job Summary:
Working under moderate supervision, the Administrative Coordinator provides comprehensive administrative support to the Chief Human Resources Officer (CHRO) and is responsible for a broad range of HR coordination and support activities that advance the goals of the entity's HR office. This role plays a critical part in the day-to-day operations of various HR programs and services within the entity, ensuring smooth execution and alignment with organizational priorities.
The incumbent will work closely with the entity's Human Resources team and collaborate, as needed, with related HR teams across the organization to deliver on key initiatives and responsibilities. This includes managing communications, scheduling, documentation, and other administrative functions that directly support the CHRO and contribute to the overall effectiveness of the HR function.
Responsibilities:
HR support intake/support triage:
Responsible for managing HR inquiries mailbox
Partner with human resources team to create FAQ documents and other training support documents for frequently accessed HR programs and services
Employee Relations:
Respond to Unemployment Compensation Notices
Prepare, track, and tend employee relations actions via central database
Coordinate managerial decision review process in partnership with HRBP
Compensation Support:
JD Expert management- per direction from HRBPs will enter all job descriptions in JD Expert
Create mail merge letters for large scale salary updates (e.g. internal/external market adjustments, job redesign salary increases, etc)
In partnership with the HRBPs facilitate weekly compensation meetings and track and maintain updates to the compensation request database
Compliance Support:
Seasonal Flu report management and distribution
Annual Mandatory Education monitoring (e.g. HIPAA training compliance)
Ongoing exemptions and testing enrollment process
Employee testing compliance monitoring and follow-up
Background checks, specifically Child Protective Clearances compliance via partnership with HR Compliance team member
Open Pass report monitoring and compliance follow-up
Assist staff with state and federal compliance requirements i.e. ADA, FMLA, CPL, HIPAA, mandatory compliance etc.
Talent Acquisition and Talent Management administrative/coordination support:
Assist with entity specific orientation planning and logistics
Interview scheduling support Partner with entity HR team to plan and execute related activities for employee recognition program
Administrative Support:
Manage and maintain the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
Prepare and edit correspondence, reports, presentations, and other documents.
Handle confidential information with discretion and professionalism.
Organize and maintain files, records, and documentation.
Meeting & Event Coordination:
Coordinate logistics for meetings, including room bookings, technology setup, and catering.
Prepare agendas, take meeting minutes, and follow up on action items.
Assist in planning and executing internal events, town halls, and HR-related functions.
Communication & Liaison
Serve as a point of contact between the executive and internal/external stakeholders.
Screen and prioritize incoming communications, including emails and phone calls.
Project & Task Management:
Support the execution of HR initiatives and projects by tracking progress and deadlines.
Conduct research and compile data to support decision-making.
Cross-Functional Collaboration:
Partner with HR team members and other departments to ensure alignment and support for organizational goals.
Coordinate with administrative staff across the organization to ensure consistency and efficiency.
Office Operations:
Order and maintain office supplies and equipment.
Ensure the executive's workspace is organized and functional.
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
Education or Equivalent Experience:
H.S. Diploma/GED (Required)
3+ years related administrative and human resources support (Required)
Bachelor of Arts or Science (Preferred)
Education Specialization:Business, Human Resources, or related course of study
Skills & Abilities:
Ability to use Microsoft Excel
Ability to use Microsoft Word
Ability to use Microsoft Power Point
Ability to use Microsoft Outlook
Ability to effectively present information and respond to questions from others
Ability to work effectively with a range of business, clinical, and academic leaders
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 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.
REQNUMBER: 282041
