Administrative Coordinator – Wharton Operations, Information and Decisions

Administrative Coordinator – Wharton Operations, Information and Decisions

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 – Wharton
Operations, Information and Decisions

Job Profile Title
Administrative Coordinator

Job Description
Summary
Provides administrative, operational, and project support to a department, school, or center. Engages in a wide range of
activities which may include travel coordination, scheduling meetings and conferences, data entry and analysis, reporting, event planning,
budget tracking, and office operations.

Job Description

• Event & Program Coordination: Lead logistics for
  large-scale meetings, annual seminars and conferences, and cross-departmental initiatives, overseeing scheduling, developing PowerPoint
  presentations, and designing informational materials to support effective communication and execution (20%)
• Guest Speakers/Visitors:
  Manage end-to-end travel arrangements for seminar speakers and visiting guests, including accommodations, itineraries, reimbursements,
  invoice processing, and new supplier setup in Penn Marketplace. (20%)
• Financial support: Process invoices, purchase orders, and
  expense reports with a high level of accuracy and attention to detail. Assist with budget tracking and basic financial reporting to support
  departmental operations. Maintain organized and up-to-date administrative and financial records. Prepare and review monthly financial
  reports, providing insights to support the Business Administrator in financial planning and operational decision-making (10%)
• Administrative Support: Provide comprehensive administrative support to faculty, staff, and departmental leadership in a fast-paced
  environment. Manage calendars, schedule meetings, and coordinate logistics to ensure efficient daily operations. Partner with the Business
  Administrator to prepare and process international visa documentation, maintaining accuracy and compliance while meeting strict deadlines
  for faculty and visiting scholars.(15%)
• Office & Department Operations: Serve as a point of contact for students, faculty, and
  external stakeholders, responding to inquiries and providing information. Coordinate daily office management functions, including monitoring
  and maintaining office supply inventory, arranging equipment maintenance, and managing shared spaces for faculty, students, and visitors.
  Ensure the office environment runs smoothly and supports day-to-day departmental needs. (10%)
• Academic Coordination: Coordinate key
  course support functions, including producing and distributing course materials, generating class rosters, and organizing seating
  arrangements to ensure smooth classroom operation (10%)
• Customer Service & Communication: Serve as a primary point of contact for
  students, faculty, and external stakeholders, delivering accurate and timely information. Maintain a professional, approachable presence
  while managing inquiries, resolving issues, and ensuring clear, effective communication across all interactions. (10%)
• Additional
  Duties as Assigned (5%)

Job Location – City, State
Philadelphia, Pennsylvania
Minimum
Qualifications:
High school diploma or equivalent and 5-7 years of related administrative, office, or coordinator experience,
or an equivalent combination of education and experience. Experience should include calendar management, meeting coordination, office
support, communication with internal and external stakeholders, recordkeeping, and proficiency with standard office
software

Preferred Qualifications:
Bachelor’s or Associate degree preferred. Experience working in a higher education,
academic, or nonprofit environment is preferred. Strong organizational, written and verbal communication, customer service, and
problem-solving skills are also preferred. Experience with university systems, purchasing, travel coordination, event planning, budget
tracking, or student/faculty support is a plus.

Department / School
Wharton School

Pay
Range
$21.52 – $26.00 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, and in alignment with salary ranges based on external market data for
the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to
race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship
status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special
Requirements
Background checks may be 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.

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

Equal Employment Opportunity Statement

The University
of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual
orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability,
veteran status or any class protected under applicable federal, state, or local law.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/Wharton/job/Huntsman-Hall—5th-Floor/Administrative
-Coordinator—Wharton-Operations–Information-and-Decisions_JR00120572-1

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