Program Coordinator and Assistant to the Dean, College of Arts and Sciences

University of Pennsylvania • Philadelphia, PA

2d • Onsite

About The Position

The Assistant to the Dean supports the College Dean in managing daily operations, including scheduling, confidential communications, and administrative tasks. The role also coordinates academic affairs by supporting faculty governance, committees, and the Undergraduate Council; managing reporting and departmental communications; managing with the Dean’s travel and collaborations; and leading the administration of key programs and events that serve undergraduate students, faculty, and the broader College community. The Assistant to the Dean and Program Coordinator works as part of a team that puts together events to promote the value of the liberal arts to an undergraduate population of roughly 6,500 students, faculty governance with roughly 60 majors supported by departments and programs, and providing ongoing communication with about 1,200 instructional staff. Tracing its roots to the founding of the University, the College is home to 6,500 undergraduates in the School of Arts and Sciences. It is the heart of the academic experience at the University of Pennsylvania, with students from across all of the undergraduate schools at Penn taking many of their courses in the College. Penn's tree-lined campus exists in the midst of one of the country's greatest urban centers, providing College students with tremendous opportunity. From a diverse array of academic options to a strong network of advising and support services, College students are empowered to approach their studies in the true spirit of a liberal arts education.

Requirements

• A Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience is required
• Excellent communication and technology skills
• Ability to work both independently and with a dynamic team, depending on the project
• Advanced proficiency with the whole Microsoft Office suite including Outlook Email and Calendaring, Word, Excel, Powerpoint, and Teams
• Excellent attention to detail
• Strong writing and proofreading skills
• Open communication, proactive planning, and team coordination are necessary

Nice To Haves

• Experience with web-based scheduling tools like Doodle or When2Meet is preferred
• Experience with Filemaker Pro Database Management is preferred
• Experience with Interfolio is preferred
• Familiarity with or willingness to learn the use of student records systems used for students, courses, degree audit, or simple reporting (such as Banner, Curriculum Manager, CLSS, DegreeWorks, and PATH, Business Objects, or Pennant Reports)

Responsibilities

• Supporting the Dean, Deputy Dean, and Academic Affairs unit to help sustain the liberal arts educational mission of the College of Arts and Sciences.
• Managing the daily operations of the College Dean, including scheduling, arranging meeting rooms, and catering.
• Managing the administration of the Integrated Studies program, in particular, and several faculty committees that shape College policy, curriculum, and academic planning.
• Managing cyclical processes throughout the academic year, sometimes requiring flexible scheduling, coordinating across units, and getting to know a large number of faculty and staff on campus to effectively communicate across the wide range of undergraduate chairs and staff across the Arts and Sciences.
• Organizing meetings, checking mail, making appointments, making room reservations, ordering catering, drafting correspondence, editing documents, and communicating with the faculty, staff, and Deans of SAS on specific items that have been reviewed and approved by the Dean.

Benefits

• Excellent healthcare and tuition benefits for employees and their families
• Generous retirement benefits
• A wide variety of professional development opportunities
• Supportive work and family benefits
• A wealth of health and wellness programs and resources
• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
• Flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
• Tuition assistance for employees, spouses, and dependent children
• Tuition assistance for dependent children at other institutions
• Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth basis options
• Wide variety of investment options through TIAA and Vanguard
• Substantial amount of time away from work
• Long-Term Care Insurance
• Wellness and Work-life Resources
• Professional and Personal Development resources
• Access to a wide range of University resources as well as cultural and recreational activities
• Discounts and Special Services (arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, theme parks)
• Flexible Work Hours
• Penn Home Ownership Services (forgivable loan for eligible employees)
• Adoption Assistance

What This Job Offers

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