Admnistrative Coordinator

Pennsylvania United States
11 Oct 2018
End of advertisement period
11 Dec 2018
Contract Type
Full Time

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.

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.

The World’s First Business School

In 1881, American entrepreneur and industrialist Joseph Wharton established the world’s first collegiate school of business at the University of Pennsylvania.

Wharton’s pioneering vision was to produce graduates who would become ‘pillars of the state, whether in private or in public life.’ The Wharton School maintains a long tradition of educating visionary business leaders in academia, business, government, and not-for-profit organizations.

Today, Wharton has expanded the scope of this vision to become the most comprehensive source of business knowledge in the world – with over 225 faculty members, 95,000 alumni, 5,000 students across 10 academic departments, 20 research centers, and more than 9,000 executive education participants annually.

Perform a wide range of administrative duties in support of the mission of the marketing department, including those related to faculty, staff, and student support, course coordination and management, meetings and events, and daily operations of the department.

  • Draft correspondence, proof, and update publications, articles, and reports. Create and edit PowerPoint presentations and spreadsheets, utilizing Microsoft Office. Coordinate logistics for class guest speakers, assist with travel and expense reimbursements.
  • Assist faculty director with administration of MKTG 101 program. Coordinate annual hiring and onboarding of 10 MKTG 101 TAs, serve as point person throughout academic year for TAs and students. Utilize SRS to assist with registration and course management, issue permits. Assist with exam prep and management. Coordinate weekly meetings and catering orders.
  • Provide support for other course-related functions, utilizing internal systems—processing class lists and handouts, seating charts, schedules for faculty-student lunches, class presentations and special projects.
  • Coordinate weekly colloquia series. Post and distribute annual list of speakers. Serve as administrative contact for speakers and participants throughout academic year. Reserve venues and book hotel rooms. Develop meeting schedule. Order and distribute lunches. Coordinate with financial staff to process speaker travel reimbursements and payment of invoices, including generating New Supplier requests into Penn Marketplace.
  • Post open positions, interview, hire, train, and manage weekly schedules and workload for department student workers. Sign timesheets and submit to payroll coordinators.
  • Serve as Purchasing Requisitioner to order office supplies on behalf of department.
  • Provide backup support and coverage for Front Desk Administrative Assistant.

A high school diploma and 5-7 years of experience is required, or equivalent combination of education and experience. Associate’s degree preferred.
Must be proficient in Microsoft Office. Experience working in a university setting and knowledge of university systems a plus but not required.
Must be able to prioritize a varied workload and manage multiple, ongoing projects for diverse groups of department and university personnel.
Ability to interact equally well with faculty, staff, and students in order to achieve goals.

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.