Temporary Operations and Enrollment Assistant

Temporary Operations and Enrollment Assistant


University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

Posted Job Title
Temporary Operations and Enrollment Assistant

Job Profile Title
Temporary Employee - Non-Exempt

Job Description Summary
Overview of LPS

The College of Liberal and Professional Studies in the University of Pennsylvania's School of Arts and Sciences is dedicated to extending learning beyond traditional borders and engages a richly diverse population of intellectually capable students at many points in their lives. LPS programs include professional and academic programs (including study abroad and English language programs for international students and professionals), summer sessions, non-credit programs, workshops, and symposia. LPS programs all have a foundation in the arts and sciences. Each year LPS offers 600 credit courses for undergraduate and graduate, degree and non- degree students as well as non-credit courses focused on areas such as personal enrichment, professional development, and English as a second language.

Position Summary
As part of a busy Main Office team, the ELP (English Language Programs) Temporary Operations and Enrollment Assistant provides a wide range of services to prospective and current international students and professionals who use English as a Second Language and who are enrolled in short-term programs of study. This is a 6 month position at 34 hours/week - four days/week at 7 hours and one day/week at 6 hours.

Job Description

Under supervision of the Main Office Coordinator, the Temporary Operations and Enrollment Assistant will provide a wide range of services to prospective and current international students and professionals who use English as a Second Language and who are enrolled in short-term programs of study. These duties include: responding to inquiries about study and housing options and about procedures for obtaining visas; creating and maintaining student records on departmental and university databases; processing payments and assisting office manager with invoicing; providing administrative support and customer service for arriving and departing students; liaising with program coordinators and university centers, in particular International Student and Scholar Services; generating reports from databases; performing general office duties related to the functioning of the office and assisting staff.


Respond to and track in-person, telephone, fax and e-mail inquiries from international students, sponsors, agents, and companies. Communicate study and housing options as well as procedures for obtaining visas to an international audience whose native language is not English.

Process enrollments for new and re-registering students—log new applications in SOMA database and create and maintain university SRS records; initiate and send I-20s; update and produce registration documents.

Create and distribute regular reports to the Office of International Student and Scholar Services in order to properly maintain student immigration records.

Provide support for enrolled students in varying capacities, including inputting and printing student bills, assisting office coordinator with agent and sponsor invoicing, posting charges to students' SFS accounts, inputting class schedules/schedule changes and printing class lists, producing certificates for departing students.

Perform general office duties related to the functioning of the office and assisting staff. Some of these duties include registering students for proficiency tests, setting up new student files, updating student addresses, entering student grades, generating reports from databases.

Handle or refer as appropriate problems and questions from students and staff.

Manage facilities and equipment; manage part-time mailboxes and staff account set-up; manage keys; manage short-term and long-term crises related to facilities and equipment. Liaise with IT and building managers regarding ongoing issues.

Operations support: manage and schedule the calendar of meetings, committees, and other events. Assist in hiring of full-time staff, part-time instructors, and program assistants.


High School diploma with a minimum of 2 years of experience required, BA/BS strongly preferred; excellent customer service and verbal and written communication skills; computer expertise including spreadsheet and database; able to work accurately under pressure, to handle confidential information, and to work effectively as part of team; proficiency in foreign language and experience with international clientele highly desirable.

A cover letter and resume are required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range
$7.25 - $230.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Fisher-Bennett-Hall/Temporary-Operations-and-Enrollment-Assistant_JR00039112

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