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

Key Responsibilities

Admissions

• 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.
• 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.
• Review and facilitate application materials and processes for 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 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.
• Support assessment and reporting of program participation, activities, and outcomes.

Trainee Onboarding and Program Logistics

• Coordinate summer housing arrangements and contracts with Penn Housing.
• Coordinate trainee travel to and from Philadelphia.
• Communicate housing, arrival, departure, and other logistical information to interns.
• Facilitate access to student health services.
• 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

• Coordinate the development and dissemination of recruitment materials (brochures, flyers, presentations, 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 venues.
• Develop travel itineraries and recruitment agendas.
• 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.
• 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.
• Supervise and support Research Trainee Affairs Fellows in the development and implementation of the Paths to PhD recruitment and outreach program.

Social Media and Marketing

• 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.
• Help ensure consistent Research Trainee Affairs branding and accurate program information.

Program Administration and Financial Coordination

• Track program expenditures and budgets.
• 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

• A bachelor's degree and 2-3 years of relevant experience, or an equivalent combination of education and experience.
• 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 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.

Working Conditions

• 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.