Administrative Coordinator, Physics and Astronomy

Pennsylvania, United States
28 Feb 2019
End of advertisement period
28 Apr 2019
Academic Discipline
Physical Sciences, Physics & Astronomy
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 School of Arts and Sciences forms the foundation of the scholarly excellence that has established Penn as one of the world’s leading research universities. We teach students across all 12 Penn schools, and our academic departments span the reach from anthropology and biology to sociology and South Asian studies.

The Administrative Coordinator will be tasked with coordinating various administrative processes in the Physics and Astronomy department. The role will assist faculty members in managing weekly seminars and colloquiums, coordinating lab and classroom space, drafting correspondence, and liaising with the Business Office. The individual in this position will also maintain department calendars and appointments, provide support in reconciling travel reimbursements and requisition processing, and ensure grant and website information is accurate.

The Administrative Coordinator will process H-1 and J-1 visa applications for visiting scholars and students. The individual will assist with processing visas for Postdocs, appointments, and reappointments. The individual will be responsible for reviewing visa documentation for accuracy and liaising with the office of International Student and Scholar Services (ISSS).

The Administrative Coordinator will be responsible for various office administrative tasks, such as ordering supplies, providing coursework support, sending letters, greeting visitors, and taking incoming calls.

A High School Diploma or GED and 5 years to 7 years of experience or equivalent combination of education and experience is required. Strong verbal and written communication, strong customer service skills via telephone and in person, strong organizational skills. Proficiency in Microsoft Office Word and Excel. Ability to interact well with various constituents such as faculty, students, postdocs, visitors and staff required. Ability to organize and prioritize assignments, as well as carry multiple tasks to completion simultaneously.

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.