Administrative Coordinator, Field Center

University of Pennsylvania

5d•$21 - $28•Onsite

About The Position

The Administrative Coordinator provides administrative support to the Field Center for Children's Policy, Practice & Research, a collaboration of the Schools of Social Policy & Practice, Law, Medicine, and Nursing, and the Children s Hospital of Philadelphia, focused on improvement of the child welfare system. Responsibilities include primary support for Field Center events including professional conferences, training and symposia, publishing and distributing the Field Center s newsletter(s) and podcasts, maintaining website, providing assistance in fundraising efforts, supporting the Center research, taking and distributing minutes, and supporting the center staff, students, faculty and board. Position is contingent on availability of allocated funds All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Requirements

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
The role requires demonstrated progressive responsibility throughout previous positions.
The ideal candidate will exhibit strong organizational, communication, and interpersonal skills.
Experience in event planning is required.

Nice To Haves

A bachelor’s degree and 5–7 years of relevant professional experience, or an equivalent combination of education and experience, is preferred.
Knowledge of WordPress and Adobe InDesign, along with experience creating print and digital materials, is strongly preferred.
The successful candidate must be able to work independently with minimal supervision, as well as collaboratively within a diverse community of faculty, staff, and students.
Occasional work outside of standard business hours (9:00 a.m.–5:00 p.m.) should be expected.

Responsibilities

Coordinate and plan logistics of Field Center events, and activities including conferences, fundraising events, symposia, board meetings and new activities as they arise, including serving in the role of Conference Manager for the Field Center’s professional conferences, training and symposia.
The Administrative Coordinator will coordinate Field Center communications, including publishing newsletter, maintaining websites and podcast platforms, developing and maintaining mailing lists for specific subgroups and topics within child welfare, taking and distributing minutes for various Field Center meetings and projects, and process mailings.
Provide administrative support for projects and initiatives including scheduling and organizing meetings and calls with external colleagues and partners on various Field Center projects, designing and producing materials, tracking expenses, processing honoraria and research subject payments, inputting data and coordinating documentation for ongoing Field Center grants as needed.
Coordinate functioning of office, including maintaining supplies, purchasing office and program supplies and food for meetings and center activities via ProCard, processing payments, scheduling and staffing Field Center and School of Social Policy and Practice meetings and conference calls, identifying and working with vendors.
Provide primary administrative support for Managing Faculty Director including scheduling meetings with external contacts, serving as the first point of contact for inquiries to the Field Center, triaging media.
Provides administrative support to all center staff in fundraising and grant writing efforts through the assistance with preparation of appeal letter mailings, data tracking, and facilitation of thank you and acknowledgement letters under the direction of the Managing Faculty Director and data collection as assigned for grant writing efforts.
Provide support to students, staff, faculty, fellows, and Advisory Board including assuring that center personnel have needed office and program supplies, facilitate use of technology for conference calls and remote access (e.g., Zoom) for meetings, and be responsible for maintaining needs of the facility and its equipment.
Conduct ongoing professional development in child welfare, share news and academic publications with Field Center team, maintain subscriptions to professional listservs and other publications, attend child welfare conferences and events to stay abreast of best practices and trends in the field.
Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.

Benefits

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.
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.
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.
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.
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.
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.
Penn provides an array of resources to help you advance yourself personally and professionally.
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.
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 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 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.
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.