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 Pennâ™s distinctive interdisciplinary approach to scholarship and learning.
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
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Job Description Summary
Under limited supervision, with creativity and a high degree of professionalism, the Administrative Coordinator will provide complex administrative and project management support requiring initiative and judgement for the Vice Provost for University Life as well as other divisional staff as needed. Position reports to the Vice Provost for University Life with an indirect reporting line to the Executive Assistant to the Vice Provost. This position will provide administrative support to the Vice Provost including calendar/appointment management with University senior leaders. Appointments include periodic major meetings with Trustees and VPUL Directors, as well as other committee and task force members. This position will arrange all catering and audiovisual needs and ensure that the Vice Provost is prepared with appropriate meeting agendas and background materials prior to each meeting; make travel arrangements for the Vice Provost, staff, and students; process expense reports; draft memorandums, meeting notes, next steps, agendas, and reports for the Vice Provost for University Life including follow up on student or staff issues and concerns; respond to inquiries; and attend student meetings as designated. This position will also actively participate with the Thriving at Penn initiative and coordinate University Special Summer Programs.
Duties include but are not limited to:
Provide project management support for the Vice Provost and other divisional staff as assigned.
Serve as an event planner for divisional events, including service recognition and holiday party, annual staff barbecue, professional development day, and Penn student engagement events.
Approve staff timesheets.Â
Hire, train and supervise work-study students.
Coordinate divisional position searches including student/staff outreach.
Coordinate University Special Summer Programs by managing roster distribution, scheduling annual protocols meeting, maintaining Summer Programs packet on an annual basis, and handling required background checks for the division.
Manage annual service recognition program for the division.
Assist with and plan VPUL Professional Development activities and initiatives.
Perform additional duties as assigned.
BA/BS mandatory. Three years of progressively responsible administrative work experience, preferably in a University setting, mandatory.Â Working knowledge of University schools and divisions, policies, and procedures a plus.Â Must demonstrate the ability to deal with diverse constituencies, handle highly confidential information, and be highly-skilled in juggling multiple tasks simultaneously in a fast-paced environment.Â Must also be people-oriented, objective, and communicate well with different personality types; have the ability to think ahead, and demonstrate the capacity to catch and solve problems before they blow up.Â Excellent verbal, electronic, and written communication skills; impeccable managerial and interpersonal skills, and the ability to work strategically and collaboratively across departments and divisions essential.
***REQUIRED*** Please include a resume and cover letter as one attachment when applying.
Job Location - City, State
Department / School
$20.00 - $36.00
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.
Internal Number: JR00012691
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.