Admin Coordinator - 3 YR TERM

Admin Coordinator - 3 YR TERM

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
Admin Coordinator - 3 YR TERM

Job Profile Title
Administrative Coordinator

Job Description Summary
The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies, and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management, and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse, and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations, and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects ( ). This comprehensive, award-winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years.

Job Description

Job Description

Provide a high level of professional administrative support to a Director and approximately seven Project Managers in the Design and Construction Department. Responsible for managing complex calendars, scheduling meetings quickly and efficiently in support of fast-moving capital projects, assisting with the production of documents, reports, and presentations, maintaining general and confidential files, answering and screening telephone calls, coordinating departmental events, making travel arrangements, and perform other various needs as requested. Must have the ability to work independently while functioning as part of a team. Superior customer service skills and initiative are needed, with the ability to interact professionally with school/center clients, vendors, and senior-level administrators. Work in conjunction with other Administrative support in the division. Provide backup support as needed for the Executive Director, and other Directors and Project Managers in Design and Construction. Initiate and manage financial transactions using the Procurement Card and Concur Expense system. Facilitate and process PennCard requests for project vendors in support of capital projects. Assist in onboarding of new administrative staff and answering their questions/resolving issues on an ongoing basis.

***The Admin. Coordinator-3YR Term position is one-time funding related to a specific project, so the new staffing will be on a three-year term basis with the potential for an extension as the workload requires.***

Principal Position Responsibilities/Duties
  • Manage complex calendars. Review scheduling requests for completeness and accuracy, prioritize multiple concurrent requests, and resource contact information, assess attendee availability, negotiate meeting locations, communicate progress or issues, resolve and overcome obstacles, and achieve a tentative meeting date and time within 72 hours of the request. Develop and maintain a spreadsheet of outside administrators' contact information.

  • Act as a departmental liaison between D&C and many internal and external constituents. Receive incoming communications, screen phone calls, and sort, prioritize, and route to appropriate staff for resolution. Exercise judgment and confidentiality in dealing with various constituencies in contact with the Department including premier research faculty, Penn staff, and school and center senior leadership.

  • Coordinate meetings and events. Provide primary audio-visual (AV) support for meetings and events to Design and Construction. Coordinate catering, attendance, and meeting materials facilitate directions and travel when needed, negotiate the price of catering and delivery, conduct and monitor financial transactions, coordinate event set-up, and clean-up. Provide support for programs such as the ACE mentorship program including coordinating tours, meals, and distributing information.
  • Set up and maintain office files, both hardcopy and electronic. Manage and coordinate archive database for closed projects. Coordinate archiving of recently closed projects and request retrieval of archived projects when needed for ongoing PM work. Access the project and document management system to assist project managers with electronic filing needs.

  • Assist with preparation, formatting, and distribution of accurate correspondence, memorandums, reports, meeting minutes, and presentations. Work with all MS Office products including Word, Excel, PowerPoint, and Outlook. Work with PM and Directors to develop and create PowerPoint presentations for staff meetings, Penn Connects, and Lessons Learned Meetings.

  • Operate various office machines and coordinate proper servicing. Prepare requisitions to order and maintain an adequate inventory of office supplies. Proactively inventory general office supplies and office machine needs to ensure that supplies are readily available and office machines are up and running to support staff.

  • Initiate and manage financial transactions using the Penn Procurement Card for Departmental and project expenses and sue Penn Concur for travel & meal reimbursements. Monitor proof of payment and provide supporting documentation of purchases for audit compliance. Facilitate and process PennCard requests for project vendors in support of capital projects.

  • Work in conjunction with other Administrative Coordinators and Assistants in supporting FRES needs including performing reception duty, and managing FRES snack stations by monitoring and replenishing inventory. Provide backup support as needed for the Executive Director, other Directors, other Directors, and other Project Managers in Design and Construction.

  • Perform additional duties as assigned and assist with special projects, including but not limited to a) Assist with onboarding of new PMs; b) assist with onboarding new administrative assistants and temporary administrative support during times of transition; c) access the e-Builder project management system to determine project manager assignments; d) assist with the preparation of procedures manuals.

  • Other duties as assigned

For consideration, interested candidates should submit a resume, and a cover letter expressing your interest in this position is preferred.


High school diploma or GED and 3 to 5 years of administrative assistant experience working in a fast-paced organization as support to management, or an equivalent combination of education and experience required.

  • Must have proficient computer skills with Microsoft Office applications, excellent typing, and general office skills.
  • Working knowledge of office management systems and procedures.
  • Must be able to accommodate a dynamic workload in a calm and professional manner.
  • Needs to be highly organized and able to establish methods for managing large volumes of data in a well-structured manner.
  • Requires excellent time management skills, the ability to prioritize work, verify commitments and schedules, and be capable of working on multiple tasks simultaneously.
  • Attention to detail and problem-solving skills are required.
  • Must be able to use telephone and operate standard office machines.
  • Must have the ability to work independently and function as part of a team.
  • Must have superior communication and customer service skills, with experience and ability to interact with multiple internal and external contacts, and senior-level administrators. Background check required.

Job Location - City, State
Philadelphia, Pennsylvania
Administrative Coordinator

Department / School
Facilities and Real Estate Services

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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