CSIS Program Coordinator

CSIS Program Coordinator

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

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.

The University offers a competitive benefits package that includes 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, and much more.

Posted Job Title
CSIS Program Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
The Program Coordinator will support the functions of the Center for Social Impact Strategy (CSIS). The Center is a research and action organization based at the School of Social Policy and Practice. The Center supports research initiatives, online education, residential programs, and campus events for individuals interested in social impact. 

Under the direction of the Managing Director, Faculty Director, and Program Manager, the Program Coordinator will implement aspects of the Center's online, on-campus, and residential programs. The Program Coordinator will enact project goals, budgets, and coordinate communications and work among a team of CSIS staff, part-time instructors, student interns, and vendors that will work together to enact the educational mission of each project. 

The coordinator will have a portfolio of projects that relate to online and residential educational programs, including but not limited to CSIS's online Executive Programs and Impact House program, doctoral fellows program, and other educational initiatives. CSIS currently has five executive programs, lasting four-to-eight months each, includes 20-150 students, and ~$900,000 budget each; five off-site week-long residential programs featuring 18-30 students with roughly ~$100,000 budget each; and three massive open online classes featuring more than 10,000 learners each. We refer to each Impact House and Executive Program, or the development of an online class offering, as a project. Associated with each project is its own recruitment and admissions cycle and educational team, comprised of part- and full-time instructional and logistics staff. 

The functions include assisting in the day-to-day activities of the Center's programs including planning events of varying sizes, and tracking budgets and payments for all of the programs. This role will include administrative support duties such as booking travel; managing volunteers and student interns; facilitating program applicants' smooth transition between recruitment, application, decision, and student status; preparing reports; responding to inquiries; and managing data organization for the contact management system. 

Occasional travel and evening/weekend work are required. This is a 24-month position, renewable based on availability of funding.

Job Description

Provide direct administrative coordination for online and residential programs, including admissions processes, communications, enrollment, course creation, program evaluation, data management and community coordination, financial tracking and reimbursement submission, travel and reimbursement; and email and phone communications with students, vendors, and consultants. Facilitate program applicants' smooth transition between recruitment, application, decision, and student status. Work collaboratively with the rest of the team to implement all aspects of educational programs. Meet weekly, and as needed, with CSIS Directors and Managers to keep them up to date on progress and to seek approval for changes to budget or agenda

Coordinate the day-to-day activities of the Center, including financial record keeping, data management and administrative work. Plan events of varying sizes, and track budgets and payments for all of the programs and events. Book travel, manage volunteers and student interns; prepare reports; manage email communications with external and internal partners; and data organization for the contact management system. With approval from Center leadership, establish agreements with vendors; ensure timely payment of consultants; process and track reimbursements; produce project reports against financial and recruitment goals. Serve as the first point of contact for faculty, students, staff, team members, and other internal and external partners and stakeholders regarding questions, issues, and/or concerns; and address and resolve them as needed. Escalate more complex matters to team leadership as needed; support the development and implementation of solutions.

Coordinate the development and delivery of new curriculum, including: helping new instructors navigate between syllabus development, production studio (for online instruction), or on-campus or residential learning environment; ensuring that the intended sets of educational materials for students are delivered faithfully via the agreed delivery mechanism, and developing new systems for educational delivery as needed. Collaborate with the Directors, Managers, and/or Instructors to create and implement new programs in ways that are sensible for our students and also replicable by CSIS staff in future years. This work will include assisting with and supporting better processes for: enrollment, orientation, learning, coordination of four day on-campus immersion experience for executive certificate participants, and accounting for certificate completion. Assess current processes, make recommendations for increased efficiency and effectiveness, implementing as requested by Center leaders; train relevant team members on processes.

Coordinate and support the implementation of new LMS, learning assets, and other systems/programs/applications in response to changes in technology, University rules, program/student needs, etc. Communicate with the team and students to gather information on technical needs and to develop a scope of work and RFP for a vendor; review vendor proposals make hiring recommendation to the team. Under general supervision, ensure work is completed as per contract and on time, escalating issues/problems to leadership as needed. Coordinate and facilitate the transition to the new system, including training, developing new SOPs, manuals, and doing any technical work required to make the switch.

Perform additional duties as assigned.

High School diploma/GED and 5 to 7 years of experience, or equivalent combination of relevant education and experience, are required; Bachelor's degree and 3-5 years of experience strongly preferred. Demonstrated ability to: organize tasks and set priorities, multi-task competently, take initiative and assume responsibility for support functions work in small office environment with team approach, handle confidential information; strong verbal and written communication skills and strong interpersonal skills; computer expertise including entire MS Office suite, spreadsheet and database, networked computer environment; able to work accurately under pressure; knowledge of PENN systems a plus; creative thinking and dedication to tasks; and enjoys working as part of a fast paced team environment. Knowledge of design software a plus.

Working Conditions
Office, Library, Computer Room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Social Policy and Practice

Pay Range
$20.00 - $36.00

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

University Benefits

  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay 

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/3815-Walnut-Soc-Pol--Research/CSIS-Program-Coordinator_JR00039684 

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