PHENND Fellows VISTA Program Operations Coordinator, PHENND

University of Pennsylvania•Philadelphia, PA

14d•Onsite

About The Position

The PHENND Fellows VISTA Program Operations Coordinator, a Coordinator B role within the School of Arts and Sciences at the University of Pennsylvania, is responsible for coordinating and supporting a broad portfolio of programs, projects, and operational activities. This role involves managing day-to-day activities and partnering with leaders to oversee the development and execution of key project or program components. The University of Pennsylvania, a world-renowned leader in education, research, and innovation, offers a competitive benefits package and a unique working environment in the vibrant city of Philadelphia.

Requirements

A Bachelor’s Degree and a minimum of 2 to 3 years of experience or an equivalent combination of education and experience.
Superior organizational skills and a passion for logistics.
Excellent writing skills and attention to detail.
Experience with data collection, iterative program assessment, and data-informed decision-making.
Exceptional communication and relationship-building skills.
Flexible, creative, and positive thinker.
Able to maintain focus under pressure and adjust to accommodate program and client needs.
Facility with Microsoft Word, Excel, Google platforms, and ability to quickly learn programs such as Qualtrics for survey creation.
Solutions-oriented problem solver.
Strong decision-making skills and ability to work both independently and collaboratively.
Passionate about National Service generally and PHENND’s mission specifically.

Nice To Haves

MSW degree is preferred.

Responsibilities

Lead VISTA recruitment efforts to engage a full cohort of 29-34 VISTAs, including reviewing applications, communicating with candidates, conducting initial interviews, providing technical assistance, tracking candidate status, and sending follow-up and retention communications.
Maintain the Recruitment Tracker spreadsheet and Dashboard, and train part-time staff in their usage.
Create agendas and convene weekly recruitment team meetings.
Promote the program to potential candidates through social media and recruitment fairs.
Oversee the VISTA monthly reporting process, track and download submissions, and follow up with VISTAs who have not submitted reports.
Assist the Program Manager with reporting quantitative data to AmeriCorps for bi-annual reports.
Track attendance at all trainings and events, administer absence reports, and follow up with VISTAs for record keeping.
Compile and analyze data for reporting purposes (e.g., PHENND Annual Report, Progress Reports).
Play a supporting role in the orientation and training of current VISTA members, including designing the overall schedule and supporting implementation.
Assume responsibility for all training logistics such as room reservations, catering, and video conferencing.
Create or improve specific lesson plans for training and workshops, and solicit feedback from VISTAs.
Lead the planning and organizing of the annual Life After VISTA/AmeriCorps professional development conference.
Develop other sessions based on interest and expertise.
Organize institutional processes and documentation, such as creating orientation and training calendars, and manuals for VISTA processes.
Design or improve templates for documentation and solicit feedback.
Maintain electronic files for the VISTA program.
Support the agency director with the VISTA Payroll process by serving as a payroll administrator.
Handle bi-weekly tracking of reimbursements to VISTAs and/or purchasing of SEPTA Keys, grocery subsidies, and other small one-time purchases.
Track VISTA attendance at all trainings and events, as well as personal/sick leave.
Collect and maintain personnel files (clearances) and other paperwork required for school-based VISTAs.
Create Purchase Orders (P.O.s) in Ben Financials for VISTA supplies and food for trainings and events.
Execute the yearly MOU process with sites and quarterly invoicing.
Support sites with the development of job descriptions and VISTA Assignment Descriptions.
Communicate regularly with sites during the recruitment season.
Assist the Program Manager with New Site Orientation, the VISTA/Supervisor Orientation session, and the Mid-year reflection workshop.
Participate in the selection process for all VISTA host sites, including reviewing applications, communicating with applicants, and providing feedback.
Supervise the Part-time Recruitment Coordinator and MSW Intern if they hold an MSW degree.

Benefits

Excellent healthcare benefits
Tuition benefits for employees and their families
Generous retirement benefits
Wide variety of professional development opportunities
Supportive work and family benefits
Wealth of health and wellness programs and resources
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 and other institutions
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth basis options
Substantial amount of time away from work (vacation, 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
Discounts on arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, and theme parks
Flexible work options (non-traditional work hours, locations, and/or job structures)
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses)