House Coordinator, Stouffer College House
Job location: Stouffer Commons
Employment Type: Full-time
Posted data: 2019-09-18
University OverviewThe 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 TitleHouse Coordinator, Stouffer College HouseJob Profile TitleAdministrative Assistant BJob Description SummaryUnder limited supervision, the House Coordinator for Stouffer College House supports the House Dean in all administrative functions of the College House. Includes financial processing and record keeping; supporting undergraduate, graduate and faculty residential staff; coordinating annual hiring of residential staff; facilitating communications and supporting all aspects of residential life according to the goals of the College House. Provides support to CHAS central and other House Offices as needed.Job Description
1. Process Ben Financial entries, place purchase orders, may distribute petty cash and assist in all financial paperwork/processes including the use of the Supplier Portal and Concur Travel and Expense system. Assist House Dean in overseeing student payroll paperwork and Student Program Card accounts and express shipping. Under the direction of the House Dean based on House needs may assist with additional financial transactions/responsibilities.
2. Provide other administrative support to the House Dean such as management of the House Dean's calendar; assistance with event logistics (catering arrangements /space reservations); document preparation; oversight of space usage/reservation system; gives occasional support to other senior staff as needed. May be required by the CHAS Executive Dir. to provide back-up support to other Houses offices and during off peak periods, assist with central administrative projects such as RA/GA orientation.
3. Execute summer administrative projects such as publication/distribution of house guide and mailing to incoming residents; arrangements for RA/GA orientation and NSO; scheduling appointments of incoming freshmen advisees with House Dean.
4. Coordinate House communications including regular communications with CHAS central through the maintenance of such media as the House website, calendar, listservs, bulletin boards; coordinate the publicity of house-wide events.
5. Facilitate and coordinate annual GA/RA and student manager search, interview and hiring process with the guidance of the House Dean or Faculty Director.
6. Manage College House Office, including office equipment and supplies; assist with supervision of student office staff; provide general assistance to GA/RA and manager staff; maintain residential staff duty roster.
7. Work with the Residential Services Manager and Building Administrator to track facilities work orders; and coordinate space access; arrange for guest access or address special security needs; and facilitates the moves in and out of residents.
8. May be required on occasion to run errands, carry packages or lift boxes weighing 25 lbs or less.
9. Other duties and responsibilities as assigned.
A High School Diploma or GED is required and 3 years to 5 years of experience or equivalent combination of education and experience (preferably in a University setting). Bachelor's Degree preferred. Strong oral and written communication skills; must have excellent proofreading/grammatical skills. Attention to detail and an ability to keep detailed records. Strong organizational skills and an ability to work on several projects at once, prioritize assignments, work independently and meet deadlines. Proficiency in Microsoft Office (Word, Excel, Powerpoint) experience with email programs such as Outlook; knowledge of editing and or producing documents on the World Wide Web highly desirable. Sound professional judgment and the ability to exercise discretion in working with confidential or sensitive matters a must. Ability to work effectively with diverse groups and individuals from all levels of the University. Knowledge of the University's financial systems desirable. Ability to lift 25 pounds or less. Some evening and weekend hours may be required.
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.