Administrative Coordinator

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
Administrative Coordinator

Job Profile Title
Administrative Coordinator

Job Description Summary
The Administrative Coordinator provides administrative support for the Senior Associate Vice Provost for Student Affairs (SAVPSA) and the Associate Vice Provost for Student Intervention Services in the Office of the Vice Provost for University Life (OVPUL). Responsibilities include, but are not limited to, maintaining schedules and calendars, arranging and confirming meetings and panning and implementing division-wide programs, projects and activities as assigned. The Administrative Coordinator also provides staff support for crisis/emergency situations involving undergraduate, graduate, and professional school students.Responsibilities include assisting with the coordination of student crisis management support and intervention, designing and implementing case conference schedules managing the coordination of information and assisting with case documentation for Student Intervention Services. Position also provides administrative support for central office staff in OVPUL.

Job Description


  • Manage daily operations for the University Life Emergency and Opportunity Grant program, including application design, applicant intake and scheduling with SIS case managers, leading weekly funding committee meetings with representatives from Penn First Plus and Student Financial Services, distributing awards and communicating outcomes to applicants, performing twice-yearly program assessments, and distributing reports to invested stakeholders across schools and centers. Also includes regular reporting in a presentation setting to campus and alumni groups about the program's growth and impact. Includes management of significant personal and financial information.
  • Provide administrative support to the SAVPSA, AVP for Student Intervention Services and central office staff in OVPUL. Responsibilities include preparing and managing correspondence, data analysis, reports and other documents. Maintaining SAVPSA and AVP schedules, organizing meetings, conferences and other internal and external events, responding to inquiries, serving as a liaison with internal and external resource offices and contacts.
  • Provide administrative support for the Student Intervention Services (SIS) team. Design and implement case conference schedules, use complex database,document and monitor the provision of support services, and provide administrative support for data collection and maintaining analytic data files. Serve as a first-line contact for SIS; triage calls and refer to appropriate staff.
  • Provide support and manage the record-keeping for the Access and Retention Fund (Emergency Opportunity grants) by scheduling student meetings with the AVP for SIS, updating ad ensuring the accuracy of the database of student applications and resolutions. Attend Access and Retention team meetings, review and send correspondence as needed.
  • Arrange case conferences with campus partners for complex student cases. Oversee SIS outreach programs like laptop distribution, meal ticket distribution, and school break housing requests. Arrange support services and resources for students and families impacted by crisis. These requests are often urgent or last-minute. The position also maintains critical relationships with campus hospitality services and local hotel staff, as well as travel agent staff.
  • Provide administrative support for central office staff in OVPUL, including back-up coverage of front-desk as needed. Help plan and implement VPUL division-wide programs, projects and activities.
  • Support the Student Affairs Leadership Team (SALT) and all committees and programs associated with SALT.
  • Other duties and responsibilities as assigned.


Strong interpersonal, communication and telecommunication skills required. Ability to listen and communicate effectively and to manage extremely sensitive issues with compassion, confidentiality, and discretion. Ability to handle a variety of stressful situations simultaneously. Skill in budget management systems preferred and knowledge of University policies and procedures preferred. Excellent organizational skills with the ability to prioritize assignments and maintain efficient record keeping systems. Excellent computer skills required with proficiency in MS Word, MS Excel and PowerPoint preferred. Skill in taking meeting minutes essential. Must be willing to work as part of a team.

Preferred Qualifications:

BS preferred, with 3-5 years of administrative experience preferably in an academic environment, or an equivalent combination of education and experience.

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Student 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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