Administrative Coordinator, Applied Psychology - Human Development Division, Penn GSE

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

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.

Posted Job Title

Administrative Coordinator, Applied Psychology - Human Development Division, Penn GSE

Job Profile Title

Administrative Coordinator

Job Description Summary

The Penn Graduate School of Education is committed to cultivating a workplace that values equity, diversity, inclusion, and collaboration. We seek talented individuals who will help lead our efforts to create a more inclusive workplace in a community with a substantive institutional commitment to equity and justice. Diversity is prized at Penn as a central component of our mission and helps create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship.
Under the direct supervision of the Program Manager, the Administrative Coordinator will provide administrative and programmatic support to the Division Chair, Program Manager, and faculty associated with the Human Development Programs. The Administrative Coordinator will assist the manager with:
1) administrative support for faculty,
2) recruitment and admissions,
3) applications processing and enrollment,
4) administrative student support,
5) event-planning as needed,
6) scheduling and preparing for meetings; taking minutes and distributing materials,
7) general program correspondence and communication (faculty, student, alumni, applicants, staff, etc.),
8) organizing, maintaining, and updating program files and records (both paper and electronic),
9) keeping an inventory and ordering supplies,
10) other administrative duties as required

Job Description

• Faculty Support : Provide direct faculty support to 6 full-time and approximately 10 part-time faculty, as well as administrative support to the Human Development Program Manager and the Division Chair. Includes, but not limited to, distributing mail, photocopying, purchasing, catering, processing reimbursements, travel arrangements, meeting planning (including monthly faculty meetings), assisting PM with finalizing teaching schedules, and tracking Professional Development fund expenses.

• Admissions Support : Front-line point of contact with prospective applicants, meeting with prospective students, assisting with recruitment, and yield, helping organize & process applicant files and decisions, entering decisions, scheduling applicant interviews, following up with accepted applicants as needed, attending admissions events (open houses, information sessions, preview day, etc.), including on Saturdays. Tracking 200+ master’s applications, supporting the application review process, and entering decisions into Slate. Similar duties are required for the PhD application review process. 

• Student Support : Assisting with new student orientations, onboarding of new Graduate Assistants (~25), sharing information related to course registration, supporting students to successful degree completion, tracking records internally as students progress to degree completion (maintaining student e-folders and class lists), and supporting international students with ISSS requests; Supporting administrative processes; Support orientation and graduation processes and activities; Assist with registration for exams, prepare and submit exam ballots, etc.

• General Program Operations and Event Planning : Event planning for students, and others, including scheduling, room reservations, catering, maintaining invitee lists, communicating details; Supporting lectures, receptions, special events, etc.  Assisting with the general operations of the ISHD Program, Assisting the PM with tracking program expenses, purchasing supplies, and tracking purchasing card expenses, along with other tasks related to the operating budget.

• Performing additional duties as assigned

Qualifications

ESSENTIAL:

• A High School diploma or GED, and 5 to 7 years of experience or equivalent combination of education and experience.
• Excellent oral and written communication skills
• Strong knowledge of Microsoft Word, Microsoft Excel, and the Internet
• Willingness and capacity to be trained in various computer application systems
• Strong organizational skills and meticulous attention to detail
• Ability to interact well with people of diverse backgrounds and cultures
• Ability to be sensitive to the needs of graduate students and faculty members

PREFERRED:

• Two to three years of administrative/clerical experience in a college, university, or academic setting
• Knowledge of Penn systems

Penn GSE actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities, to apply.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

Pay Range

$20.45 - $27.00 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 

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.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you 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.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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