Administrative Coordinator - Wharton Operations, Information and Decisions

Requirements

• Bachelor's or Associate degree preferred. Experience working in a higher education, academic, or nonprofit environment is preferred. Strong organizational, written

Benefits

Additional Information

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 Large Employers in 2023. 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. Posted Job Title Administrative Coordinator - Wharton Operations, Information and Decisions Job Profile Title Administrative Coordinator Job Description Summary Provides administrative, operational, and project support to a department, school, or center. Engages in a wide range of activities which may include travel coordination, scheduling meetings and conferences, data entry and analysis, reporting, event planning, budget tracking, and office operations. Job Description Event & Program Coordination: Lead logistics for large-scale meetings, annual seminars and conferences, and cross-departmental initiatives, overseeing scheduling, developing PowerPoint presentations, and designing informational materials to support effective communication and execution (20%) Guest Speakers/Visitors: Manage end-to-end travel arrangements for seminar speakers and visiting guests, including accommodations, itineraries, reimbursements, invoice processing, and new supplier setup in Penn Marketplace. (20%) Financial support: Process invoices, purchase orders, and expense reports with a high level of accuracy and attention to detail. Assist with budget tracking and basic financial reporting to support departmental operations. Maintain organized and up-to-date administrative and financial records. Prepare and review monthly financial reports, providing insights to support the Business Administrator in financial planning and operational decision- making (10%) Administrative Support: Provide comprehensive administrative support to faculty, staff, and departmental leadership in a fast-paced environment. Manage calendars, schedule meetings, and coordinate logistics to ensure efficient daily operations. Partner with the Business Administrator to prepare and process international visa documentation, maintaining accuracy and compliance while meeting strict deadlines for faculty and visiting scholars. (15%) Office & Department Operations: Serve as a point of contact for students, faculty, and external stakeholders, responding to inquiries and providing information. Coordinate daily office management functions, including monitoring and maintaining office supply inventory, arranging equipment maintenance, and managing shared spaces for faculty, students, and visitors. Ensure the office environment runs smoothly and supports day-to-day departmental needs. (10%) Academic Coordination: Coordinate key course support functions, including producing and distributing course materials, generating class rosters, and organizing seating arrangements to ensure smooth classroom operation (10%) Customer Service & Communication: Serve as a primary point of contact for students, faculty, and external stakeholders, delivering accurate and timely information. Maintain a professional, approachable presence while managing inquiries, resolving issues, and ensuring clear, effective communication across all interactions. (10%) Additional Duties as Assigned (5%) Job Location - City, State Philadelphia, Pennsylvania Minimum Qualifications: High school diploma or equivalent and 5-7 years of related administrative, office, or coordinator experience , or an equivalent combination of education and experience. Experience should include calendar management, meeting coordination, office support, communication with internal and external stakeholders, recordkeeping, and proficiency with standard office software

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