Continuing Education Administrative Coordinator, Penn Dental Medicine

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Continuing Education Administrative Coordinator, Penn Dental Medicine

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Continuing Education Administrative Coordinator, Penn Dental Medicine

Job Profile Title
Administrative Coordinator

Job Description Summary
The Continuing Dental Education Administrative Coordinator reports to the Director of Continuing Dental Education. They/Them serve as point person for all communications/marketing and administrative functions for the Continuing Dental Education Office to ensure smooth operations and optimal customer service to all internal/external learners. They/them will be responsible for supporting all planning and implementation for assigned credit and non-credit continuing education programs. They/them will be responsible for developing and working with colleagues to develop social media content for continuing education programs (minimum 10 programs/month); develop and manage/maintain the PDM web presence and digital marketing throughout the school; performing administrative duties such as monthly revenue reconciling, maintain course attendance database; managing vendor and speaker payments, ordering and managing supplies, and assisting with all CDE events as needed.

Job Description

  • Assist with course/conference documentation processes to ensure compliance with ADA CERP criteria, including, but not limited to: assessment of professional needs and interests, educational objectives, and evaluation/assessment of course content, instructor effectiveness and administration.
  • General office management including support of CDE phone line and CDE email inquiries
  • Manage vendor and speaker payments
  • Provide support in maintaining ADA CERP recognition status with the American Dental Association every four years.
  • Management of course data system including compiling and updating course attendance information on a weekly basis.
  • Manage monthly revenue reconciling process to ensure funds are transferred to the proper budgets.
  • Create purchase orders for suppliers; as well as maintain and order supplies for courses/events
  • Perform additional duties as assigned

  • Provide support during (in person, virtual, and hybrid) program delivery to ensure that all details are carried out correctly.
  • Coordinating guest speaker travel, accommodations, payment of expenses and honoraria in compliance with University Policies and Procedures.
  • Developing program web pages for use in distributing program information including logistics and materials.
  • Help with minor video productions for self-paced courses.

  • Work with IA & CDE teams, and academic department leads to develop thoughtful consistent content for promoting CDE series and conferences
  • Work with IA team to coordinate CDE posts in the social media calendar with Sprout Social or other management product
  • Coordinate written and multimedia content for Penn Dental Medicine websites. Develop tactics to drive traffic to websites and increase user engagement through social media. Identify social media opportunities, stay current with trends and integrate any new platforms or technologies as they become available.
  • Developing content for promoting events throughout the school.
  • Maintain and execute the database of requests for the digital marketing to be uploaded to the school monitors.

H.S. Diploma or GED Required, with 5-7 years of related experience or equivalent combination of education and experience. BA/BS is strongly preferred.

Experience in event and conference planning required.

Experience within a College or University setting preferred.

Prior experience in administrative support preferred.

Must be able to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner. Must be able to use tact, diplomacy, and maintain a high level of confidentiality. Strong written and verbal communication and research skills, high attention to detail and the ability to take initiative. Must have excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University. Must have excellent problem-solving skills and a strong commitment to teamwork. Must be service-oriented and able to maintain a pleasant and helpful attitude.

Experience using video conference software required. Experience with managing learning management systems and social media platforms a plus. Strong computer skills including but not limited to Microsoft office, design tools (Adobe or Canva), video editing tools and database programs.

Ability to occasionally lift 25 lbs or less.

Ability to staff occasional evening/weekend events required.

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 Dental Medicine

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.

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