The Administrative Coordinator plays a crucial role in supporting the Graduate Division of Arts and Sciences. This person acts as the primary point of contact for visitors and handles phone and email inquiries. The ideal candidate should have a welcoming attitude, a service-oriented mindset, adaptability, initiative, and be a team player. We are seeking someone willing to handle routine tasks while demonstrating the motivation to understand the work of the Graduate Division and contribute to its... more details
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
Administrative Coordinator, Graduate Division in School of Arts and Sciences
Job Profile Title
Administrative Coordinator
Job Description Summary
The Administrative Coordinator plays a crucial role in supporting the Graduate Division of Arts and Sciences. This person acts as the primary point of contact for visitors and handles phone and email inquiries. The ideal candidate should have a welcoming attitude, a service-oriented mindset, adaptability, initiative, and be a team player. We are seeking someone willing to handle routine tasks while demonstrating the motivation to understand the work of the Graduate Division and contribute to its goals.
Key responsibilities of the Administrative Coordinator include providing day-to-day support for the office, such as managing office supplies, scheduling meetings and appointments for the Associate Dean, editing and formatting documents, assisting in event planning, communicating with vendors, maintaining office procedures, organizing large meetings, and managing email correspondence. Additionally, the Administrative Coordinator will provide administrative support for the Associate Directors of Admissions by reviewing admission application files for completion, responding to internal and external admission-related emails, and consistently following admission team processes according to established policies and procedures.
The selected candidate must possess a welcoming demeanor and a service mindset. The person must be adaptable, possess initiative, and be a team player. We are looking for someone who is willing to perform some routine tasks but who also displays the drive to understand the work of the Graduate Division and join in fulfilling its goals.
Job Description
The SAS Graduate Division is the most diverse of Penn’s twelve graduate schools, preparing students for Research Master’s degrees and PhDs across the natural sciences, social sciences, and humanities. Approximately 1,200 doctoral students and 350 Research Master’s students seek degrees in the 33 Graduate Groups within the School of Arts and Sciences. The Graduate Division, led by the Associate Dean for Graduate Studies, serves as the administrative center for graduate studies within SAS, and coordinates fellowships, finances, registration, academic and administrative affairs for students and faculty.
Duties/Job Responsibilities:
General Office support: Serve as the first point of contact for campus community members and visitors to the Office; Maintain the Graduate Division website, including regular updating of policies, student features, and recent and upcoming events; Manage social media by updating accounts to keep the public informed about current events; Maintain office and breakroom inventory and office equipment/supplies; Function as facilities liaison, which includes processing work requests for facilities repairs/needs, coordination of housekeeping needs, and liaising with the building administrator; Deliver and distribute all incoming and outgoing mail.
Event Planning: Assist with events coordination, which includes scheduling the venue and caterer, selecting vendors, crafting invitations and event programs when needed, and overseeing onsite coordination. Events include but are not limited to New Student Orientation, May Graduation Ceremony and quarterly Graduate Chair and Coordinator meetings; manage RSVP for the division’s May diploma ceremony.
Qualifications:
High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. Bachelor’s degree preferred. Previous experience in higher education is highly desirable as well as an eagerness to learn and grow. Computer skills include all facets of Microsoft Office (intermediate to advanced). Knowledge of Banner and Slate preferred, but not required. Candidate must possess excellent written, organizational, oral communication and problem-solving skills. Demonstrate attention to detail and excellent customer service. Ability to multitask and set priorities during peak periods. Maturity, positive outlook and professionalism are essential. Ability to work as a team player and help provide support when necessary.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Arts and Sciences
Pay Range
$20.45 - $26.00 Hourly 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, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check 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
