Admissions Coordinator, Office of Academic Affairs, Penn Nursing

You need to sign in or
create an account to save a job.
Admissions Coordinator, Office of Academic Affairs, Penn Nursing

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.

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
Admissions Coordinator, Office of Academic Affairs, Penn Nursing

Job Profile Title
Administrative Coordinator

Job Description Summary
The Admissions Coordinator serves as the primary point of contact for prospective students seeking to apply for admission to Penn Nursing's degree programs and provides general administrative assistance to the Office of Academic Affairs. The Admissions Coordinator is assigned to the front desk of the Office of Academic Affairs to welcome visitors and answer admissions inquiries from callers and email correspondence. Other essential tasks include problem solving applicant's inquiries related to the admissions process, manage the prospect database and communications via Slate CRM, coordinate all administrative aspects of the recruitment function which includes reserving space for admissions events, booking travel and managing the catering for the events, assist in updating the admissions webpages, process admissions related invoices and reconcile expenses. Utilize initiative and sound judgement to coordinate effective and efficient administrative operations; serve as a resource steward for efficient use of department resources.

Job Description

Admissions Support & Coordination - Enter admissions query data into Slate CRM from multiple sources, respond to phone and email admissions inquiries from prospective students and applicants, maintain current knowledge of Penn Nursing's degree programs, and Admissions policies and procedures

  • Assist in the management of Slate CRM, which includes managing prospective student lists and communication from recruitment fairs and events.
  • Compose and generate communication to prospective applicants, respond to inquiries related to the status of submitted applications, and assist with reading and evaluating applications for admission.
  • Field admissions inquiries, triage the admissions email box; respond to emails and voicemail inquiries in a timely customer focused manner; optimize use of student workers.
  • Maintain current knowledge of school programs, policies and procedures working in collaboration with the OAA team.
  • Develop action plans and chooses effective alternative methods to accomplish tasks requiring ongoing follow-up. Anticipates deadlines and effectively manages time to complete tasks.
  • Assist in staffing recruitment events

Recruitment - Assist with all aspects of admissions recruitment events, including catering, room reservations, participate in local recruitment events, arrange travel, and updates and maintain admissions' webpages on Penn Nursing's website

  • Assist with the planning and execution of admissions events, includes coordinating registration and logistics for admissions events, open houses, both onsite and virtual; attend and actively participant in recruitment events in support of School goals.
  • Assist as needed with development of admissions recruitment marketing material and advertisement. Serve as liaison with MarComm and any outside vendors as needed.
  • Use knowledge and sound judgment to update School's website content in relation to admissions according to established timelines and procedures; monitor for accuracy on an ongoing basis.
  • Maintain current knowledge Slate and software used to maintain the website.
  • Tracks updates and maintains admissions' webpages on Penn website.

Process and reconcile admissions expenses

  • Track expenses and reimbursements; use Concur and Ben Buys for expense tracking.
  • Use sound judgment to provide administrative support to the admissions team.
  • Work with Asst. Dean and Director of Admissions and Regulatory Compliance to monitor OAA event budget and process invoices for related activities on a timely basis.

Administrative Operations - Utilize initiative and sound judgment to coordinate effective and efficient administrative operations for the office of admissions; serve as a resource steward for efficient use of department resources

  • Serve as a liaison for communications within OAA as needed; maintain current knowledge of Admissions, School of Nursing, and university structures and operations in order to provide a high level of solution driven problem solving.
  • Develop systems and procedures to increase efficient operations of OAA.
  • Determine work study coverage needs; coordinate the process in collaboration with Asst. Dean, and Director of Admissions and Compliance; negotiate daily priorities when needed.
  • Coordinate purchasing and equipment maintenance in compliance with Penn and School policies and procedures and technology use; develop and maintain an inventory system for supplies; report on a monthly basis.
  • Provide administrative support to the admissions team.
  • Provide a high level of customer service and responsiveness to optimize office's needs.

Special Projects - Coordinate special projects as needed

  • Coordinate special projects for Associate Dean, Asst Dean, and Director of Admissions as needed.
  • Attend and actively participate in team trainings and meetings.
  • May assist with the grant proposal process as needed.


Associate's degree with 3-5 years progressively responsible administrative experience or equivalent combination; BS degree preferred. Strong organizational and interpersonal skills with the ability to thrive in a fast paced environment with competing deadlines and priorities required; prior higher education admissions office and administrative office management experience desired. Excellent customer service orientation essential with a commitment to working with students and families. The position requires strong initiative, accountability and sound judgment with the capacity to utilize current technology to the fullest in developing systems and procedures for the office. The successful candidate will present a professional image to the general public and will be a helpful team player who can troubleshoot administrative and technical problems for the office. Solid and accurate written and oral communication skills needed. Demonstrated intermediate to advanced level PC skills including all facets of Microsoft Office, solid database management (Slate preferred) and Sharepoint or current tool for website updates required. Knowledge SRS and/or Banner a plus. Fast keyboarding needed, at least 50 wpm. Knowledge of University policies and procedures desired. Some occasional nights and weekends required for recruiting events.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Nursing

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.

To learn more, please visit:

To apply, visit

Copyright ©2021 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency