Job location: Left Bank-Facilites & Real Estate Services

Employment Type: Full-time
Posted data: 2020-02-21
Req: JR00005836
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.

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

Job Profile Title

Administrative Coordinator

Job Description Summary

The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/

Job Description

Provide administrative support to a Director and approximately ten Project Managers in the Design and Construction Department, by managing calendars, scheduling meetings, preparing documents or reports, preparing presentations, maintaining general and confidential files, answering and screening telephone calls, coordinating departmental events, making travel arrangements, and performing other various administrative needs as requested. Cross train with Contract Coordinators and provide back-up coverage as needed. Work in conjunction with other Administrative Coordinators and Assistants. Provide backup support as needed for the FRES VP, other Directors and Project Managers in Design and Construction. Utilize a Procurement Card for purchasing, and ensure that associated proper procedures are followed.

• Set up and maintain office files, both hardcopy and electronic.
• Handle travel arrangements, process reimbursements, review invoices and route associated paperwork on coordinated events and track/maintain contact information for these events. ( agendas, handouts, presentations, purchasing, expenses, processing bills, minutes, etc.) on a timely basis.
• Assist with special projects such as preparing documents.
• Compose, type, proofread and distribute accurate correspondence, memorandums, reports, meeting minutes and presentations.
• Act as liaison between department, internal and external constituents. Receive incoming communications; sort, prioritize, and route to appropriate staff for resolution.
• Operate various office machines, coordinate proper servicing. Prepare requisitions to order and maintain adequate inventory of office supplies.
• Other duties and responsibilities as assigned.

This is one-time funding and new staffing related to these projects will be on a three-year term basis with the potential for extension as the workload requires.Qualifications

High school diploma or GED and 3 to 5 years of administrative assistant experience working in a fast-paced organization as support to management, or equivalent combination of education and experience required. Must have demonstrated proficient computer skills with Microsoft Office applications, proficient typing, and general office skills. Working knowledge of office management systems and procedures. Must be able to accommodate a dynamic workload in a calm and professional manner. Needs to be highly organized and able to establish methods for managing large volumes of data in a well structured manner. Requires excellent time management skills, the ability to prioritize work, verify commitments and schedules, and be capable of working on multiple tasks simultaneously. Attention to detail and problem solving skills required. Must be able to use telephone and operate standard office machines. Must have the ability to work independently and function as part of a team. Must have superior communication and customer service skills.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Facilities and Real Estate Services

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.