Administrative Coordinator - Wharton Operations, Information and Decisions

University of Pennsylvania

4d•$22 - $26•Onsite

About The Position

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.

Requirements

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

Nice To Haves

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.

Responsibilities

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%)
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%)
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%)
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%)
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%)
Coordinate key course support functions, including producing and distributing course materials, generating class rosters, and organizing seating arrangements to ensure smooth classroom operation (10%)
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%)

Benefits

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
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
Tuition assistance for employees, spouses, and dependent children at Penn and other institutions
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options and investment choices through TIAA and Vanguard
Substantial amount of time away from work (vacations, personal affairs, illness, injury, family time)
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources, cultural and recreational activities (libraries, athletic facilities, arboretum, art galleries)
Discounts and Special Services (arts and entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, theme parks)
Flexible Work Hours
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses up to two adoptions)