Coordinator for University Council and Diplomas

Coordinator for University Council and Diplomas

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Coordinator for University Council and Diplomas

Job Profile Title
Coordinator B

Job Description Summary
The Coordinator for University Council and Diplomas is responsible for the work of both University Council and Diplomas in the Office of the University Secretary (OUS). While maintaining the highest level of professionalism, in partnership with the Associate Vice President and the Office of the Faculty Senate, support and administer the work of University Council. Plan and oversee the yearly cycle throughout the University for the issuance of diplomas for the three graduations in May, August, and December as well as replacement diploma requests. Supervise part-time diploma assistant.

Job Description

The Coordinator for University Council and Diplomas is responsible for the work of both University Council and Diplomas in the Office of the University Secretary (OUS). While maintaining the highest level of professionalism, in partnership with the Associate Vice President and the Office of the Faculty Senate, support and administer the work of University Council. Plan and oversee the yearly cycle throughout the University for the issuance of diplomas for the three graduations in May, August, and December as well as replacement diploma requests. Supervise part-time diploma assistant.

Key Responsibilities:

University Council and Steering Committee
  • In consultation and partnership with the Associate Vice President (AVP), administer all activities and programs associated with University Council and its seven committees.
  • Oversee the monthly meeting execution for both the Steering Committee and University Council including drafting remarks, agendas, briefings for the President, Provost, and AVP and all communications, editing and distributing all materials, ensuring the necessary quorum, and fielding all inquiries from across the University.
  • Work with the AVP as well as the Office of the Faculty Senate in developing the yearly Committee charges for five of the committees and four focus issues for presentation by senior administrators throughout the year.
  • Manage the biannual University Council Open Forums to ensure a productive and open dialogue between the administration and University Community.
  • Prepare the annual report of Steering to University Council and committee reports for five committees.
  • In consultation with the Office of the Faculty Senate, plan, manage and execute Steering Committee meetings and issues as they arise.
  • Collaborate with the President's Office, Provost's Office and offices of members of the Senior Planning Group to ensure the timely arrival of presentations for University Council.
  • Prepare various supplemental briefings and Memoranda for the President as issues arise.
  • Facilitate the membership of staff and student representatives on seven University Council committees. This includes aiding the constituencies in their recruitment process, fielding questions, and providing information for their orientation efforts. Compile mid-year and year-end committee reports.
  • In partnership with the Office of Faculty Senate, plan committee chair orientation.

University Diplomas
  • Plan and oversee diploma cycle.
  • Oversee the ordering of diplomas and distribution for the three graduations across all schools as well as replacement diplomas. Manage the delivery and mailing process and track distribution of diplomas, late orders and diplomas that are on hold for financial or academic reasons.
  • Supervise part-time diploma assistant.
  • Research and prepare replacement diplomas and special documents including Apostilles. Also responsible for processing the payments and charges of these services.
  • Partner with University colleagues on the evolving issues of name and language used on diplomas.
  • In collaboration with Student Financial Aid supervise the distribution of all diplomas on Financial Hold and document their release.
  • Serve as liaison to Procurement Services and all other diploma related vendors.
  • Keep Diploma Policy and Procedures Manual current and up to date.
  • Ensure that the University's diploma processes are up to date and conform with "best practices" of peer institutions.
  • Develop new web and database tools to manage office information in support of the work of Diplomas and University Council.
  • Assist with Trustee Meetings, Commencement, Convocation, and other special University events.
  • Other duties and responsibilities as assigned.

  • BA/BS required or equivalent combination of education and work experience preferred. Three or more years of administrative and project management experience required preferably in a higher education environment.
  • Excellent interpersonal skills.
  • Excellent organizational skills, detail orientation, and ability to prioritize and bring to completion multiple tasks, experience in project management within a large, decentralized organization.
  • Excellent written and verbal communications skills.
  • Demonstrated experience in handling confidential information with discretion.
  • Use substantial judgment, initiative, and critical thinking in performing duties.
  • Handle work requiring complex and/or specialized knowledge.
  • Maintain trusted, confidential and professional relationship with University and external staffs.
  • Advanced/Superior knowledge of and experience with Atlas database, Microsoft Office, FileMaker Pro, HTML, and Dreamweaver.

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
President's Center

Pay Range
$42,953.00 - $65,861.00

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.

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