Administrative Coordinator, Wharton MBA Program Office

University of Pennsylvania

7d•$21 - $26

About The Position

Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu. Reporting to the Senior Director of Strategic Initiatives and Communications in the MBA Program office, the Administrative Coordinator serves as a key support staff member to the Vice Deans, Deputy Vice Dean, Senior Director and Senior Associate Director of MBA Co-Curricular programs.

Requirements

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
Candidates must have demonstrated customer-service orientation, including the ability to set a positive tone as the first point of contact for a high-traffice office, in addition to strong organization skills, with the ability to handle multipe tasks, manage competing deadlines, and maintain exceptional attention to detail.
Candidates should have comfort navigating, and learning new technology platforms, including student information systems, CRM tools, and application portals (e.g. TerraDotta).
Strong interpersonal skills, including cultural awareness when working with international exchange students and global program partners is essential.

Nice To Haves

Experience with event planning, including venue research, vendor coordination, onsite event management, and logistics support is a plus, but not required.

Responsibilities

Reporting to the Senior Director of Strategic Initiatives and Communications in the MBA Program office, the Administrative Coordinator serves as a key support staff member to the Vice Deans, Deputy Vice Dean, Senior Director and Senior Associate Director of MBA Co-Curricular programs. S/he responsible for providing administrative and logistical support for all Global Co-Curricular Programs, including International Exchange, which entails spearheading all incoming communications to/from exchange students, enrolling them in technological platforms needed to participate in the MBA curriculum, and planning the in person orientation sessions.
Additionally, this role will also assist the Global Immersion Program by supporting the application process in TerraDotta, making program development recommendations, as well as seeking and negotiating contracts with international vendors.
Another key aspect of the Administrative Coordinator role is to serve as one of two key event planning leads within the Office of the Vice Dean for the MBA Program. The coordinator is responsible for venue research, reservation and onsite management related to the Academic Honors Reception, Student Leadership Reception, the MBA Program holiday party, Divisional Staff Meetings and Impact Community events. S/he is also tasked with all vendor outreach and communications related to catering, audio visual, swag, and other event related items.
Additional day-to-day responsibilities include acting as the first point of contact for all MBA students, faculty, staff, and alumni; the coordinator manages the front desk operations within the Office of the Vice Dean and is responsible for setting the tone of all interactions with the stakeholders mentioned above. They are responsible for responding to all inquiries – in-person, by phone or by email - and ensure that stakeholders receive the correct information related to academic affairs, student records, accommodations, or other department initiatives.
The Administrative Coordinator also manages the check-in process for daily Walk-In advising hour appointments.
Finally, they are responsible for maintaining office supply inventory for the office and all staff members.

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.