Program Coordinator, Office of Academic Affairs

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Program Coordinator, Office of Academic Affairs

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.

Posted Job Title
Program Coordinator, Office of Academic Affairs

Job Profile Title
Coordinator B

Job Description Summary
Manages special projects and activities portfolio for Associate Dean for Academic Programs in the Office of Academic Affairs. Tracks status of projects; gathers information via fact-finding activities, library and web searches, and data acquisition; synthesizes data from multiple departments for report development and information-sharing; Assembles, analyzes and prepares final deliverables in a variety of formats appropriate for different constituencies. Utilizes sound judgment, effective planning and timely follow-up to ensure effective use of the Associate Dean's time. Manages complex calendar using discretion to prioritize meetings and maintain professional relationships. Composes correspondence, coordinates travel utilizing effective systems to ensure priorities are met. Manages expense reimbursements; Coordinates meetings handling all necessary arrangements; creates presentations and updates OAA websites and SharePoint sites as needed. Prepares presentation materials for University, School leadership, and national/professional meetings. Provides support to the VinUni project and other grant funded programs.

Job Description

Manages special projects for the Associate Dean for Academic Programs

  • Tracks status of projects and supports timely completion; summarizes and evaluates related project issues and creates presentation materials as needed.
  • Collects information through fact-finding activities, library and web searches, and data acquisition.
  • Synthesizes data from multiple departments and sources for information sharing and to support decision-making.
  • Analyzes and prepares final deliverables in a variety of formats appropriate for different constituencies.
  • Coordinates strategic planning support and special projects utilizing sound judgment and initiative to determine appropriate handling of a wide variety of activities.


Provides executive level administrative support for the Associate Dean for Academic Programs

  • Anticipates needs, understands priorities, and utilizes sound judgment, effective planning and timely follow-up to ensure effective use of the Associate Dean's time.
  • Manages complex calendar using discretion to prioritize meetings and maintain professional relationships.
  • Composes and edits a wide variety of written communication including correspondence and presentation materials.
  • Coordinates travel utilizing effective systems.
  • Process and manages complex expense reimbursements.
  • Coordinates meetings handling all necessary arrangements.
  • Serves as a front-line contact representing the Associate Dean and the Office of Academic Affairs.


Presentations and publications for the Associate Dean for Academic Programs

  • Creates and edits Power Point presentations, drafting content and utilizing sound judgment to design presentations that have maximum impact on the intended audience.
  • Updates OAA website and SharePoint sites as needed.
  • Prepares presentation materials for University, School, and national/professional meetings.
  • Provides support to the Vin-Uni project and other grant funded programs.


Perform additional duties as assigned

Qualifications
BA/BS with 3- 5 years of progressively responsible administrative experience working at the executive level required or an equivalent combination of education and experience; Masters degree preferred. Excellent organizational and interpersonal skills needed. Strong oral and written communication skills essential. (Writing samples are required). The successful candidate will possess exceptionally sound judgment, be highly organized, and have both a results orientation and a service orientation. The position requires strong initiative with the capacity to exercise discretion in working with highly confidential and sensitive matters. A systems thinker with a results orientation is needed for success in this role. Demonstrated intermediate to advanced level PC skills including all facets of Microsoft Office (Word, Excel, Power Point, and Outlook) and the ability to effectively utilize the Internet, as required. Strong PC skills in MS Office needed. Must have the ability to thrive in a fast-paced environment with competing deadlines and multiple priorities. Knowledge of University policies and procedures desired.

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Nursing

Pay Range
$42,953.00 - $77,315.00

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: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Claire-M-Fagin-Hall/Program-Coordinator--Office-of-Academic-Affairs_JR00041252-1

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