Administrative Coordinator

Location
Pennsylvania, United States
Posted
12 Jan 2021
End of advertisement period
12 Mar 2021
Ref
JR00027092
Contract Type
Permanent
Hours
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 Administrative Coordinator manages office operations for the Talent Search Program which is funded by the U.S. Department of Education. The Administrative Coordinator assists in the development and implementation of tasks streamlining the unit’s essential operational goals. The Administrative Coordinator is responsible for maintaining program files, including student files; creating and maintaining program’s website and social media platforms, updating records in the program database; processing financial transactions, running financial reports and contributing to the completion of departmental and funding agency annual reports.

Candidates for this position must have the demonstrated knowledge, skills, and abilities to work in complex virtual team and program environments and must be able to effectively use a variety of digital applications and tools to provide program services, adhere to program timelines, communicate, and collaborate with team members and program participants. They must demonstrate competence in the use of digital tools including team platforms, publications software, e-curriculum content, web conferencing, instant messaging, data gathering, and reporting software. Specific skills essential for this staff colleague to be successful and effective in meeting their project milestones also include evidenced skill with managing social media, creating virtual content, and curating ongoing digital outreach to program participants to support the provision of best-in-class program content and services.

Job Description

  • Oversees social media management and digital “footprints” for the program including creates and structures/manages workflow/processes, research technologies, and make recommendations.  Helps coordinate all virtual social and cultural activities.
  • Leads program responses to digital and physical program inquiries including mail management and organization.  Responsible for building and maintaining student and parent engagement on designated social media outlets.
  • Maintains accurate, up-to-date student files in both database virtual platform and hard copy filing system.
  • Creates purchase requisitions, recording expenditures, and processing all documentation.  Assists with completing annual reports for both Department and funding agency.
  • Performs other duties as assigned.

Qualifications:

  • A minimum of three years of administrative support experience required.
  • Bachelor’s degree or equivalent preferred.
  • Proven advanced knowledge of social media platforms.
  • Highly proficient with using various virtual meeting and communication platforms such as Zoom, Bluejeans, Google Meet, and MS Teams and social media platforms.
  • Strong interpersonal, written, and oral communication skills required.
  • Strong organizational skills.
  • Highly accountable for goals and delivers results.
  • Always demonstrates ethical conduct.
  • Strong commitment to cultural and socioeconomic diversity.
  • Excellent knowledge of MS and Adobe office suites.
  • Experience working with middle and high school student population, preferred.
  • Ability to work independently as well as on a team.
  • Demonstrated ability to handle large volume of work and competing priorities accurately.
  • Must be detailed oriented.

University Benefits:

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect your and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Provost Interdisciplinary Programs

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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