Coordinator

About the role

This position provides comprehensive administrative support and coordination to the Institute for Immunology & Immune Health (I3H) and the Colton Center for Autoimmunity. The Program Coordinator serves as the primary front desk contact, delivering exceptional customer service while managing complex administrative operations across multiple programs and initiatives. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced academic research environment. The position is based in Philadelphia, Pennsylvania.

Responsibilities

• Serve as the first point of contact for I3H, representing the Institute with professionalism and providing high-level customer service to all constituents.
• Respond promptly to all emails directed to i3h-admin@penn.
• Maintain and manage the Institute's and the Colton Center for Autoimmunity’s programmatic listservs and distribute requests on behalf of Penn faculty and trainees to the I3H community.
• Coordinate room reservations and maintain scheduling systems for meetings, seminars, and events.
• Play a key role in welcoming new members of I3H, including general troubleshooting on site.
• Act as Floor Manager for 3600 Civic Center Boulevard by maintaining office supplies, pantry inventory, weekly floor checks, monitoring tickets, etc.
• Coordinate all faculty recruitment visits for the Colton Center and I3H, including visit itineraries, travel and hotel bookings, seminar space reservations, catering, distribution of recruitment materials, candidate escorting, and travel reimbursement assistance; advertise candidate talks to key stakeholders in the community.
• Schedule and coordinate recurring meetings for I3H and the Colton Center including executive committee/leadership meetings, quarterly 3600 Civic Center Blvd PI meetings, monthly Lab Manager meetings, and Colton/Lynch pilot review meetings. Responsibilities include space reservation, catering, room setup and cleanup, and distribution of reminders and agendas; process pilot applications and prepare materials for committee review.
• Support Colton faculty with calendar scheduling and reimbursement submissions as needed.
• Plan and execute recurring large-scale events, including the Colton Center Internal Symposium, Colton Center Consortium Symposium, and the Lynch Syndrome Symposium.
• Plan and execute small recurring events, including the Colton-sponsored annual Hackathon, monthly community events, the monthly virtual speaker series, I3H clinical fellows' meetings, the weekly Research in Progress (RIP) meetings, and any other Colton- or I3H-related events.
• Manage all event logistics, including venue selection, catering, speaker invitations, hotel arrangements, on-site coordination, setup and cleanup, and marketing (including advance distribution of materials and monitoring registration); ensure timely payment to vendors and reimbursement of external speakers for travel expenses and honoraria.
• Provide on-site coverage for the Immunology Colloquium seminar series and additional I3H and Colton programming as needed.
• Assist the Associate Director of External Relations in maintaining and updating the I3H, Penn Colton Center, Colton Consortium, and Lynch Syndrome websites, including regular updates to news, faculty profiles, research findings, and event schedules; ensuring event pages reflect current date, time, location, speaker, and logistics details ahead of each event; and quarterly updates to faculty membership and executive committee lists.
• Create and maintain research databases, including a faculty publications database (updated quarterly) and Mouse Strain and Tumor Cell Line databases (updated quarterly).