Graduate Program and Administrative Coordinator - Materials Science and Engineering - Penn Engineering

University of Pennsylvania

5d • $22 - $32

About The Position

The Graduate Program and Administrative Coordinator in Penn Engineering’s Materials Science and Engineering department is the lead staff person for departmental graduate programs and a core member of the departmental support team. Reporting to the Director of Administrative and Academic Services, the coordinator supports the Graduate Group Chair, Director of the Master’s Degree Program, and Ph.D. Admissions Chair. The role manages graduate academic processes, including admissions, student procedures and processes, advising on curricula, and maintaining data, while supporting Ph.D. and master’s students throughout their lifecycle from admission through commencement. The coordinator also provides significant support for departmental operations and events.

Requirements

• Bachelor’s degree and at least two to three years of related experience, or an equivalent combination of education and experience.
• Exceptional technological savvy, including extensive familiarity with Google and Microsoft products and mastery of data management, especially spreadsheets.
• Excellent organizational, interpersonal, customer service, oral communication, and written communication skills.
• Ability to solve problems, take initiative, and anticipate student and faculty needs.
• Ability to multitask while maintaining professionalism and attention to detail in a deadline-driven environment.
• Ability to interpret and apply institutional policies and procedures and communicate them effectively to students and faculty to ensure compliance.
• Ability to maintain strict confidentiality of records and sensitive information.

Nice To Haves

• Experience with Banner, Slate, BP Logix, reimbursement systems, and/or DegreeWorks.
• Experience with communications, social media, and web management.
• Experience in advising or international affairs.

Responsibilities

• Oversee the Ph.D. and master’s student lifecycle from admissions to commencement, including advising, monitoring progress, and student communications.
• Provide comprehensive administrative support to the Graduate Group Chair, Director of the Master’s Degree Program, and Ph.D. Admissions Chair.
• Advise Ph.D. and master’s students on high-level issues in coordination with faculty graduate leadership, including oversight of academic plans in DegreeWorks.
• Manage graduate files and data, including alumni records, in departmental shared drives and University systems such as Curriculum Manager, Path@Penn, BP Logix, Slate, and DegreeWorks.
• Organize graduate events and activities, including New Student Orientation, master’s welcome and commencement activities, Ph.D. cohort meetings, master’s and Ph.D. information sessions, Ph.D. visit day, qualifying exams, and oral exams.
• Handle teaching assistant appointments in coordination with Penn Engineering Financial Services Payroll, ensuring accuracy and compliance with established policies.
• Manage the MSE Graduate Group, including bylaws, appointments, membership, and communications.
• Serve as liaison to the MatGO graduate student group.
• Manage travel and reimbursements for departmental visitors.
• Provide general departmental support, including greeting visitors and supporting events.
• Cross-train in departmental administrative needs, including supply ordering, seminar coordination, web management, and social media.

Benefits

• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
• Flexible spending accounts for eligible health care and dependent care expenses.
• Tuition assistance for employees, spouses, and dependent children at Penn; dependent children may also receive tuition assistance at other institutions.
• Basic, matching, and supplemental retirement plans, with pre-tax or Roth savings options and investment choices through TIAA and Vanguard.
• Substantial time away from work during the year.
• Long-term care insurance.
• Wellness and work-life programs and resources.
• Professional and personal development resources.
• Access to University libraries, athletic facilities, cultural activities, and recreational resources.
• Discounts and special services, including arts and cultural venues, transportation, and other goods and services.
• Flexible work options and hours.
• Forgivable home-ownership loan for eligible employees buying a home or residing in West Philadelphia.
• Adoption assistance reimbursement for eligible qualified expenses.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level