Administrative Coordinator, Penn Nursing

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Administrative Coordinator, 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. 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
Administrative Coordinator, Penn Nursing

Job Profile Title
Administrative Coordinator

Job Description Summary
Supports the Office of the Dean by serving as the first point of in-person contact for guests ensuring a hospitable experience. Provides a high level of administrative support to the Office of the Dean (OOD) requiring sound judgement and initiative, including managing the telephone lines, calendar management (confirmations, ad-hoc additions), drafting daily correspondence and communications (School calendar and other announcements), maintenance and improvement of filing systems (both digital and paper), and ordering supplies; Coordinate catering, requests - standing (e.g. New plants for faculty members) as well as ad-hoc requests (e.g. flowers/gifts). Provides administrative support for DAG+ group and the Assistant Dean. Coordinates meetings for consultants and visitors handling all necessary arrangements (room reservations, participant lists, invitations, technology needs, catering, etc.). Supports travel arrangements and PowerPoint presentations. Supports OOD budgetary processing and tracking, as needed. Serves as alternate support for the Dean's Executive Assistant (EA) during extended absences and on a daily basis when needed necessitating understanding of day-to-day activities and priorities (as needed, and in the absence of the Program Coordinator (PC)).

Job Description

First point of in-person contact ensuring a hospitable experience and Support of the Office of the Dean: includes front desk coverage, good demeanor and a smile when helping visitors.

  • Staffs the front desk of the OOD - triages calls and visitors' needs and provides a high level of customer service;
  • Maintains hospitality center with refreshments
  • Supports meeting the Dean's calendar demands by working with the EA and PC
  • Prepares correspondence - letters of support/nomination on behalf of the Dean; congratulations emails and/or letters in collaboration with the PC
  • Design Community Update agenda and distribute to the School; support Community Update presentations
  • Handles mail, supplies, and gift inventory
  • Handles record management for the OOD filing system. Serves as the representative for the Office to the SON Records Management Taskforce and University Archives
  • Maintains the extensive holiday card lists with guidance from other team members
  • Support relationships with other SONs and Nursing organizations
  • Supports the Dean's bio and CV, as needed

Coordinate meeting, catering, and other requests

  • Organize for consultants and visitors handling all necessary arrangements (room reservations, participant lists, invitations, technology needs, catering, etc.)
  • Communicate arrangements to OOD team members and other key stakeholders
  • Maintain and report on budget for any costs related to these visits
  • Create purchase orders and maintain Procard reports

Provide administrative support for DAG+ group activities and the Assistant Dean

  • Assists the Assistant Dean in support of regular DAG meetings and DAG+ Retreat
  • Maintains the DAG SharePoint site and uploads materials as needed
  • Working with the Assistant Dean, supports OOD budgetary processing and tracking
  • Provides administrative support for the Assistant Dean, as needed
  • Collaborate with Admin Network members for knowledge sharing

Supports travel arrangements, CV updates, and PowerPoint presentations

  • Assist the EA in making and following-up on travel arrangements for the Dean and in periodic updates of the Dean's curriculum vitae (CV)
  • Assist the PC in gathering materials for slide presentations, in absence of student help

Serve as alternate support for the Dean in absence of the Dean's Executive Assistant

  • Serve as an alternate support by direct service to the Dean necessitating understanding of day-to-day activities and priorities.
  • Coordinates and maintains the Dean's calendar in MS Outlook, resolves conflicting demands on her time using sound judgment, maintains an understanding of the Dean's priorities.
  • Coordinates and tracks materials for meetings; assists the Dean in keeping to her highly demanding schedule
  • Support the front desk

Supports budgetary processing and tracking

  • Maintains clear records of any expenses from meetings and events of the OOD
  • Assist both the PC and the Assistant Dean in any tracking necessary for External Sponsorships
  • In conjunction with Student workers, assist EA with processing receipts, tracking, recording and uploading/storing information related to Dean's travel for Concur reconciliation, reports, etc.

Other related duties as assigned

Bachelor's degree required and 3-5 years of progressively responsible administrative experience, preferably working with key executives or administrators in higher education, or an equivalent combination of education and experience

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

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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