House Coordinator

University of Pennsylvania

8d•$19 - $27•Onsite

About The Position

Under limited supervision, the House Coordinator (Administrative Assistant B) supports the House Director in all administrative functions of the College House. This includes financial processing and record keeping; supporting student workers, Resident Advisors (RAs), and residential faculty; supporting RA selection-related activities and student worker hiring processes; facilitating communications and supporting aspects of residential life according to the goals of the College House. Provides assistance to CHAS central and other House Offices as needed.

Requirements

H.S. Diploma or GED Required
3-5 years of related experience or equivalent combination of education and experience
Strong oral and written communication skills
Excellent proofreading and grammatical skills
Attention to detail and an ability to keep detailed records
Strong organizational skills and an ability to work on several projects at once, prioritize assignments, work independently and meet deadlines
Proficiency in Microsoft Office (Word, Excel, Powerpoint)
Experience with email programs such as Outlook
Sound professional judgment and the ability to exercise discretion in working with confidential or sensitive matters
Ability to work effectively with diverse groups and individuals from all levels of the University
Ability to lift 25 pounds or less

Nice To Haves

Experience preferably in a University setting
Bachelor's Degree preferred
Knowledge of editing and or producing documents on the World Wide Web highly desirable
Knowledge of the University's financial systems desirable

Responsibilities

Process financial entries, place purchase orders, and assist in all financial paperwork/processes including the use of the Supplier Portal and Concur Travel and Expense system.
Assist House Director in overseeing student payroll processes and Student Program Card accounts and express shipping.
Provide oversight of additional financial transactions/responsibilities under the direction of the House Director.
Provide administrative support to the House Director such as management of the House Director's calendar; assistance with event logistics (catering arrangements / space reservations); document preparation; oversight of space usage/reservation system.
Give support to other senior staff as needed.
Provide back-up support to other House offices during off-peak periods.
Assist with CHAS central administrative projects such as RA training and other programs.
Execute administrative projects such as RA move-in/training/transitions, house events, scheduling advisees’ appointments for the House Director, and other projects as directed by CHAS and House Director.
Coordinate House communications, which includes communications within the house, between CHAS central and the house, and other campus offices.
Manage maintenance of House website, calendar, listservs, bulletin boards, etc. as well as coordinate the publicity of house-wide events.
Administrate and provide support, as directed by the House Director and CHAS, for RA selection and student worker/managers processes.
Utilize WorkDay for hiring and onboarding of student workers and the CHAS RA hiring app for RA selection process.
Manage College House Office, including office equipment and supplies.
Assist with indirect supervision of student office staff.
Provide general assistance to RA teams and manager staff.
Collaborate with the Residential Services Manager and Building Administrator to arrange and coordinate space/guest access.
Report facilities concerns.
Address special security needs.
Refer residents to the RSM/BA for any facilities issues.
Relay RHS information in House communication as appropriate (i.e. move in, room selection, break processes).
Run errands, carry packages or lift boxes weighing 25 lbs. or less.

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 employee, spouse, and dependent children at Penn
Tuition assistance for dependent children at other institutions
Generous retirement plans (Basic, Matching, and Supplemental)
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
Discounts on arts and entertainment, transportation, mortgages, goods and services
Flexible work options
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance