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