Graduate Coordinator in the Political Science Department in the School of Arts and Sciences

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Graduate Coordinator in the Political Science Department in the School of Arts and Sciences

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
Graduate Coordinator in the Political Science Department in the School of Arts and Sciences

Job Profile Title
Administrative Coordinator

Job Description Summary
This position performs administrative and communication functions for the Political Science Graduate Program and the Political Science Department. The
Administrative Coordinator is the main point of contact with the PhD students on matters including registration, course load, curriculum, and compliance with degree requirements and is responsible for administration of all actions associated with student records. This individual will handle sensitive data such as financial and academic information and student visas. This role acts as the liaison between the graduate chairperson, graduate students, prospective students, and the Graduate Division. Regular maintenance of the Department's website, social media accounts and some creation of marketing materials. Plans and coordinates events. Knowledge of Penn programs is a plus. This position reports to the Graduate Chair and the Department Office Manager.

Job Description

The Penn Political Science Department is a large and vibrant community, with 33 standing faculty and approximately 60 Ph.D. students. The political science department is also the home to one of the largest undergraduate majors in the School of Arts and Sciences and houses five undergraduate minor programs. In addition to our Political Science initiatives, programming, and groups, our faculty and students also play key roles in numerous centers and organizations across Penn's campus.


The main duties of the position are to assist the graduate group chairperson in managing the Ph.D program and to coordinate graduate students' records ensuring completion of all requirements to obtain a Ph.D degree. This includes, but is not limited to, coordinating all aspects of the admissions process (including the online application system and inquiries from students), managing student records in the Penn system (via PATH/CLSS), assisting with student review and tracking, managing graduate courses and comprehensive exams, assisting the graduate chair, department chair, and office manager in preparing various internal and external reports, and other duties as assigned by the graduate chair or office administrator. The position also requires managing of social media sites and updates for the departmental website. Additionally, this individual will handle sensitive data such as financial and academic information and student visas.


A high school diploma or GED and 5-7 years of experience or an equivalent combination of education and experience required. A Bachelor's degree is strongly preferred. Familiarity with Penn and an academic setting is strongly preferred. Ideal candidate will be detail oriented, well-organized and have the ability to multi-task. Excellent verbal and written communication skills and outstanding interpersonal skills required. Ability to work effectively under pressure and within deadlines. Experience with web development applications and social media highly desired. Have strong organizational skills and be able to work independently. Experience with Penn's Student Records Systems, grad student funding, PATH/CLSS and Career Tracker preferred.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range
$20.45 - $30.82

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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