Administrative Coordinator, Veterans Upward Bound

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Administrative Coordinator, Veterans Upward Bound

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, Veterans Upward Bound

Job Profile Title
Administrative Assistant B

Job Description Summary
The Veterans Upward Bound program identifies and assists individuals from disadvantaged backgrounds who have the potential to succeed in higher education. Under limited supervision, the Administrative Coordinator manages office operations for the Veterans Upward Bound Program which is funded by the U.S. Department of Education. The Administrative Coordinator assists in the development and implementation of tasks streamlining the units' essential operational goals. This position provides secretarial, administrative and other programmatic support to Veterans Upward Bound staff ,participants and visitors by handling a variety of administrative and clerical tasks in order to ensure that all interactions between the organization and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Work autonomously in a team based environment to provide effective support in projects and programs with multiple priorities.

Job Description


  • Manages office, including answering phones, scheduling appointments (virtually and in-person), responding to inquiries from callers and visitors regarding Veterans Upward Bound admissions process, activities, policies and procedures.
  • Maintains accurate, up-to-date student files in both the Access database virtual platform and hardcopy filing system.
  • Creates purchase requisitions, recording expenditures, processing all documentation including but not limited to invoices and reconciling all unpaid requisition before the end of each fiscal year as well as other related bookkeeping activities as directed.
  • Maintains accurate filing system of all financial transactions. Interfaces with outside vendors. Acts as a liaison with VPSE and other departments and vendors on financial matters.
  • Coordinates and arranges all activities, including but not limited to tours, career exploration and cultural activities.
  • Assists with completing annual reports for both Department and funding agency.
  • Creates and updates Veterans Upward Bound fliers and electronic newsletter.
  • Develops promotional and informative materials to post on Veteran Upward Bound's social media platforms and program website. Responsible for building and maintaining participant engagement on designated social media outlets.
  • Maintains an inventory of office supplies and promotional incentives, Orders supplies as needed.
  • Performs other duties as assigned.


  • A minimum of three years of administrative support experience required.
  • Associates degree or equivalent preferred.
  • Proven advanced knowledge of social media platforms.
  • Highly proficient with using various virtual meeting and communication platforms such as Zoom, Bluejeans, Google Meet, and MS Teams.
  • Strong interpersonal, written, and oral communication skills required.
  • Strong organizational skills.
  • Highly accountable for goals and delivers results.
  • Demonstrates ethical conduct at all times.
  • Strong commitment to cultural and socioeconomic diversity.
  • Excellent knowledge of MS office suite.
  • Ability to work independently as well as on a team.
  • Demonstrated ability to handle large volume of work and competing priorities accurately.
  • Must be detailed oriented.

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
Provost Interdisciplinary Programs

Pay Range
$17.58 - $31.65

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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