Front Office Administrative Coordinator

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Front Office Administrative 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.

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
Front Office Administrative Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
Reporting to the Director of Administration and Faculty Affairs, the Administrative Coordinator will work autonomously and in a team-based environment to provide effective administrative support, with a focus on managing the lifecycle of the postdoctoral fellowship appointment process, as well as providing general administrative support for a number of academic and administrative office operations.

Job Description

The Annenberg School is a unique, small-school environment that houses a tight-knit community of faculty, staff, students, and scholars. This position will have the opportunity to work across these constituencies to provide support and service that directly impacts the scholarship of the entire school community.

  • Provide overall management of the postdoctoral fellowship appointment process for the school and its research centers. This position will provide point-of-contact service to all postdoctoral fellows through the lifecycle of the fellowship, such as: answering pre-appointment inquiries, leading onboarding sessions, problem-solving post-arrival issues, and providing offboarding assistance as needed. This position will be the key administrative contact for Annenberg sponsors who wish to hire postdoctoral fellows and will manage a database of all requests to ensure compliance with standard operating procedures related to calls, appointment letters, and participation agreements. The position will also work with sponsors to verify funding, office space, and visa status. The coordinator will liaise with fellows, the university's global support office, and government agencies to apply for visas and/or navigate complex visa issues. The coordinator will also serve on the school's International Student Support Group.
  • Provide support for work generated by the school's academic and administrative offices, such as: scheduling, data and information management, reporting, drafting emails and other correspondence, serving as backup support to the front office, and other tasks and projects as assigned.

A resume AND cover letter must be submitted to be considered for candidacy.


H.S. Diploma or GED Required, with 3 to 5 years of related experience or equivalent combination of education and experience. Bachelor's degree preferred but not required. Experience within a college or university setting preferred.

Overall knowledge of administrative and clerical procedures and systems required. Experience and comfort with the Microsoft Office suite of tools is a must. Candidates must have excellent technological experience, and experience managing files, records, and data. Candidates must be proactive in their approach to their responsibilities, prioritize assignments, and apply problem-solving skills. A thorough attention to detail and excellent written communication skills are required, including knowledge of the standards of professional writing.

Excellent verbal communication skills are required, including experience providing exceptional customer and support services. Candidates must possess a courteous and professional manner and have excellent interpersonal skills. Must be reliable, punctual, and exhibit professional maturity. The ideal candidate will be comfortable working with and providing support to members of the school community from various backgrounds and cultures. Must work effectively with diverse groups in a small office environment.

Working Conditions
Office, Library, Computer Room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Annenberg School for Communication

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.

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