Administrative Coordinator

University of Pennsylvania

12d•$19 - $25

About The Position

Reports to: Associate Director for Operations The Administrative Coordinator plays a critical role in supporting the daily functioning of the Graduate Student Center and its activities and fostering a vibrant, welcoming space for all graduate and professional students at Penn. This position provides essential personnel staffing for the Graduate Student Center first floor information desk and Family Center visitor desk. As the first point of contact for many visitors, the Administrative Coordinator sets the tone for a positive experience by providing attentive, informed service in a bustling student center space. Reporting to the Associate Director for Operations, this position supports the daily operations of the Grad Center’s main floor student spaces, including the student lounge and coffee/tea bar. This includes monitoring space use, managing ticketing and equipment rentals, and assisting with other activities within the space as needed. The Administrative Coordinator is cross-trained and scheduled to staff the Family Center visitor desk, as needed and appropriate based on staff and student availability. This position also supports the administrative and operational functions of the Grad Center more broadly, including scheduling team meetings, website and event management system maintenance, and administrative support for special projects and initiatives on an as needed basis. The Administrative Coordinator helps to foster and maintain a good working relationship with internal and external teams.

Requirements

High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
Demonstrated ability to provide high-quality customer service in a busy, public-facing setting and to manage multiple priorities with professionalism and attention to detail.
Strong organizational and communication skills, with experience coordinating schedules, supporting events or shared spaces, and maintaining administrative systems.
Proficiency with office productivity tools and the ability to learn University systems such as event management platforms, websites, and scheduling tools.

Nice To Haves

Bachelor’s degree preferred.
Prior experience in an administrative, operations, or front-facing service role, preferably within a higher education, student services, or community-focused environment.
Experience working collaboratively across teams and with diverse populations, including students, families, and external partners, is strongly preferred.
Familiarity with university policies, student support services, or family-focused resources is a plus.

Responsibilities

Student Services. Professionally greet students and visitors as they arrive in the Graduate Student Center and serve as the first point of contact for addressing questions and concerns. Provide accurate and timely information in response to inquiries via phone, email, and in-person visitors.
Space and operations management. Supports daily operations of Grad Center student spaces. Monitor and restock coffee bar as needed. Manage technology lending library and assist with distributions or ticketed/paid activities. Identify and report any issues related to facilities, inventory, or other space needs to the Associate Director for Operations.
Administrative support. Provides general administrative support to staff and visitors, including: scheduling team meetings, website maintenance, and assisting with assessment and reporting. Assists with maintaining up-to-date information in event management and administrative systems.
Training. Work closely with Associate Director for Operations to support student workers on aspects of staffing the center and providing high-quality customer service and resource referrals.
Supporting special initiatives. Provide high-level of administrative support to the Center and Executive Director for special projects and initiatives, including coordinating committee logistics, annual reporting, etc.
Other duties and responsibilities as assigned.

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.