Administrative Coordinator

Pennsylvania, United States
08 Nov 2020
End of advertisement period
08 Jan 2021
Contract Type
Full Time

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.

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.

Job Description Summary

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.

The Administrative Coordinator provides a high level of professional administrative support to the Operations & Maintenance management team. 

Job Description

The responsibilities will include but are not limited to: managing calendars, producing and managing documents/reports, using a Computerized Maintenance Management System (CMMS- AiM) to assist in managing work orders and reporting, using a payroll system for running reports, creating Purchase Orders, and coordinating events of a small to medium scale.  Interact professionally with school/center clients, customers, staff, union leadership, HR, vendors, and senior level administrators. Must be detailed oriented with considerable initiative and strong customer service skills. Must be experienced and proficient in Microsoft Suite. Ability to work independently and in teams. Work cooperatively with the Administrative staff of FRES and provide backup support for other Administrative Coordinators. 


  • Associate's Degree and 3-5 years’ work experience providing administrative support, or equivalent combination of education and experience required.
  • Experience in the construction, facilities or building services industry providing administrative support is preferred but not required.
  • Advanced knowledge in Microsoft Outlook, Word, and Excel. Excellent administrative, organization and follow up skills.
  • Ability to coordinate and perform multiple tasks accurately and promptly.
  • Candidate must have strong interpersonal/human relationship skills, attentiveness to detail.
  • Must be able to work independently.
  • Able to communicate effectively with internal and external customers.
  • Associates degree, preferably with an emphasis in business or related maintenance field.
  • Prior experience utilizing CMMS- AiM and KRONOS timekeeping systems preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Facilities and Real Estate Services

Pay Range

$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.

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