Administrative Coordinator (Temporary) Hybrid Eligible

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.

Posted Job Title

Administrative Coordinator (Temporary) Hybrid Eligible

Job Profile Title

Temporary Employee - Non-Exempt

Job Description Summary

Provides project and administrative support in the Office of Academic Affairs (OAA). Serves as primary point of operational and administrative contact both within and outside PSOM and the University. Works with confidential and data-sensitive information requiring discretion. Should be a detail-oriented communicator proficient in data entry and maintaining a high-level of accuracy.

Job Description

Support Faculty Recuritment & Academic Review

• PMC RTR review and approval

• Adjunct and Secondary faculty dossier review in RPT for compliance

• Other Academic Review duties as needed

Provide Basic Office Management for Department

• Support or assist with OAA Team meeting, as needed

• Supports department internal/external events (technologies, room set up -via EMS or virtual-, materials distribution, and related pre/post communications)

• Maintains central OAA department calendar

• Updates various lists, i.e., Committee list for Provost office (usually August)

• Keeps department supplies in stock

• Operates as department contact for internal functional departments (e.g., facilities)

• Responds to department email and voice mail, distributing messages appropriately, and providing basic, first level triage on information

• Facilitates Systems access and Guest record creation

• Case Creation in RPT

Support department data integrity

• Data entry

• Data review projects

• Assists department data support leads and Business Systems Analyst in major systems (eg, Workday, FADS, Interfolio, etc.)

• Assistance with FIAP and retirement tracking

• Faculty email data management

• Secondary promotion data update

• Lapsed secondary appointment clean-up

Assist with ASEF Committee Administration

• Works with departments representatives to resolve issues

• Move dossiers to next step in review

Additional Duties as assigned

Qualifications

Bachelors degree preferred, with 3-5 years of related experience or equivalent combination of education and experience. Excellent computer skills are essential (Word, Excel, PowerPoint), with the ability to learn and master multiple administrative databases, programs and systems. Strong analytical, problem-solving, communication and organizational skills required. Must be detail-oriented. Ability to handle confidential or sensitive information in an appropriate and professional manner and to manage shifting priorities and multiple projects. Must be a team player with a collaborative working style. Experience within a College or University setting preferred.

Application Requirements

Please submit cover letter and resume to be considered for the position.

Working ConditionsOfficePhysical EffortTypically sitting at a desk or table

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School

Perelman School of Medicine

Pay Range

$7.25 - $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 may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.