Administrative Coordinator, University Life - Space & Events

University of Pennsylvania•Boston, MA

1d•$22 - $26•Onsite

About The Position

Space & Events (ULSE) advances the educational mission of the University of Pennsylvania by providing equitable access to shared spaces, integrated event support services, and operational expertise that foster student engagement, learning, community building, and collaboration across the institution. As the University’s centralized resource for space reservations, event planning and consultation, venue operations, and audiovisual services, ULSE helps schools, centers, institutes, administrative units, students, and campus partners navigate Penn’s on- and near-campus space ecosystem while stewarding University Life-managed facilities and other supported campus spaces. Through a commitment to operational excellence, responsible stewardship of University resources, and customer service that is transformational rather than transactional, ULSE provides guidance on event planning, space utilization, University policies, accessibility, risk management, and operational support. By coordinating services across administrative and academic partners, ULSE delivers safe, inclusive, and well-executed experiences that strengthen campus life, support the University’s teaching and research missions, and advance institution-wide priorities. Within ULSE, the Administration and Finance Team provides financial stewardship, human resources, business operations, and administrative leadership that support the department’s long-term sustainability and organizational effectiveness. Through responsible resource management and operational planning, the team enables the successful delivery of services across the department. The Administrative Coordinator provides administrative coordination and organizational support for Space + Event Services. Reporting to the Manager, Business Administration, the position supports departmental administrative processes, information and records management, scheduling, documentation, communications, purchasing and business processing support, and recurring organizational workflows. The position also provides dedicated scheduling and calendar support to the Executive Director, helping coordinate priorities, meetings, and institutional relationships across a complex university environment. Additionally, the coordinator implements the vision (set by the AD) for the office environment, manages tasks and communications, and assists the Business Manager with key functions. In this role the Coordinator handles incoming and outgoing emails, phone calls, and mail, plans and coordinates departmental and divisional meetings/gatherings, helps to implement office procedures to improve efficiency and service, orders office supplies, and manages organization of storage spaces. Must be comfortable interacting with customers, clients, vendors, and other internal and external community members, as well as have a good understanding of accounting principles and office management procedures as the role requires keeping track of office expenses and performing basic bookkeeping functions (prepares forecasts for office related spending, reporting on performance based on budget, and maintenance of complete and accurate accounting records).

Requirements

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
3-5 years experience with administrative support.
Experience in higher education or event management.
Strong customer service orientation and interpersonal skills.
Demonstrates initiative and self-motivation and ability to work independently and communicate effectively.
Excellent knowledge of Microsoft Office suite of applications (Word, PowerPoint, Excel, and Access), e-mail (Outlook), web browsers (Explorer).
Able to work in a fast-paced environment.
Ability to multitask.
Detailed oriented.

Nice To Haves

Associate's degree preferred.

Responsibilities

Coordinates recurring departmental administrative processes, meetings, correspondence, requests, and workflows. Tracks deadlines, approvals, follow-up activities, and administrative requirements to support timely and consistent departmental operations.
Manages and coordinates the Executive Director’s calendar and scheduling, including meetings with university leaders, Schools and Centers, departmental leadership, institutional partners, and external stakeholders. Resolves scheduling conflicts, coordinates meeting logistics, and helps maintain an organized schedule aligned with executive priorities.
Maintains departmental records, shared files, procedures, templates, reference materials, and administrative documentation. Organizes information for accessibility and continuity and supports consistent records-management practices that preserve institutional knowledge. Aids in the execution of changes on departmental websites; coordinates data collection for annual and ad-hoc departmental reporting/storytelling; and assists with assessment/information gathering as needed.
Supports purchasing, procurement, invoice, expense, and related administrative processes in coordination with the Manager and Financial Coordinator. Prepares documentation, tracks requests and transactions, and assists employees with established university business procedures.
Provides administrative assistance across departmental service areas and connects employees with appropriate information, resources, systems, and processes. Supports onboarding, internal coordination, organizational activities, and recurring departmental needs.
Responds to inquiries and routes requests to appropriate departmental or university resources. Identifies recurring administrative challenges and develops tools, templates, documentation, and workflow improvements that increase consistency and reduce repetitive administrative work.

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.