Admin Coordinator

Pennsylvania, United States
31 Oct 2018
End of advertisement period
31 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 Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects ( This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years.

Provide professional administrative support to the University Architect and to the Principal Planner, and to the Office of University Architect (OUA) staff as needed. Ability to work independently while functioning as part of a FRES-wide team. Good customer service skills to interact with affiliated FRES departments and their administrative staff, other University departments, and vendors. Coordinate and maintain meeting schedules — including but not limited to lead role in scheduling and coordinating monthly meeting of the Design Review Committee. Prepare and disseminate support materials for meetings as required. Perform other administrative and clerical duties as assigned, and work in conjunction with other FRES Administrative Staff. Must be detail-oriented with considerable initiative and strong customer service skills. Must be experienced and proficient in Microsoft Suite.

High School Diploma or GED and 5 years to 7 years of experience or equivalent combination of education and experience is required. Bachelor’s degree preferred.
Position requires 5-7 years of administrative support experience, preferably in a complex operation and supporting senior level managers. This position requires strong and clear communications, customer service and administrative skills. Must be proficient with scheduling (often involving meetings with many attendees drawn from multiple departments of the university), typing and with using Microsoft Word, Excel and PowerPoint. Must be able to remain calm during stressful situations, prioritize work load, and work on multiple assignments simultaneously. Must be organized, show attention to detail and be able to manage large volumes of information in a well-organized way. Must be able to use a multi-line telephone and operate standard office machines.

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.