Administrative Coordinator, Music Department

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Administrative Coordinator, Music Department

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
Administrative Coordinator, Music Department

Job Profile Title
Administrative Coordinator

Job Description Summary
The primary responsibility of this job is to provide financial and administrative support for Music faculty, visitors, staff and students. This position is responsible for coordinating, monitoring, and processing transactions related to department finances, processing and following up with transactions on the Penn Concur and Marketplace systems. In coordination with the Department Administrator and the Director of Performance, manage all areas of department scheduling, including: room assignments for all courses using InfoSilem, practice rooms, performance and rehearsal spaces. Along with the Academic Coordinator, serve as Department liaison to the Registrar's Office. Maintain the academic portions of the department website. Manage the College House Program, including processing student charges and coordinating with Student Financial Services. Responsible for all incoming and outgoing mail.

Job Description

The Penn Department of Music is committed to providing opportunities for students of all backgrounds and experiences to develop their musical skills and contribute to the life of the Penn community through ensemble participation, private lessons, and the presentation of public concerts. The music department also offers an innovative program for undergraduate studies in music, providing opportunities for students to pursue their passions and to develop expertise in a wide range of musical traditions.

DUTIES:

Manage reception and provide excellent customer service for the MUSC department. Greet visitors, assist students, answer phones, attend faculty requests. Responsible for all incoming and outgoing mail. Act as the liaison between the Penn mailroom, FedEx, and UPS. Distribute mail, label mail boxes as needed. Manage inventory, ordering and distributing office supplies; run errands, Department contact for our copier-calling in service and ordering supplies.

A primary responsibility of this job is to support the MUSC department community in scheduling classroom and rehearsal space using Office of the University Registrar's Infosilem software. In coordination with the Department Administrator and the Director of Performance, manage all areas of department scheduling, including: room assignments for all courses, practice rooms, performance and rehearsal spaces. Along with the Academic Coordinator, serve as Department liaison to the Registrar's Office.

Handle all financial responsibilities for the department. Coordinating, monitoring, and processing all transactions related to the department's financial activities using Concur and other financial systems at Penn. Facilitate non-p.o. payment requests for musicians hired through the performance office. Facilitate reimbursements for PhD students and guest speakers.

In coordination with the Director of Performance, manage the College House Program, including processing student charges and coordinating with Student Financial Services. Coordinate catering, announcements, and scheduling for department parties, including the holiday party, the celebration for our majors during commencement weekend, and our graduation reception. Assist with catering and scheduling for faculty events and other department activities.

Maintain the academic portions of the department website, updating course content and adding news and announcements as needed. Circulate announcements and materials as needed. assisting MUSC staff with projects and duties as needed. Must cover front desk. Having worked in an academic setting and knowledge of Penn financial processing systems is a plus.

QUALIFICATIONS:

High School diploma or GED Required, with 3-5 years of experience or equivalent combination of education and experience is required. Well-developed verbal and written communication, interpersonal and organizational skills are required for this position. Successful candidates will have strong administrative skills and can work well with faculty, students, and staff. You must also pay close attention to detail and have superior organizational skills. Ability to work within a team setting. Successful candidates must also be highly motivated, solutions-oriented, and able to multi-task. Knowledge of protocols and University procedures, including procurement and reimbursement, is preferred.

Targeted Pay Range: $20.45 - $36.00 per hour

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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 Arts and Sciences

Pay Range
$20.45 - $30.82
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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/Lerner-Center---Music-Building---1st-Floor/Administrative-Coordinator--Music-Department_JR00057352

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