Administrative Coordinator, Career Services

Job description

Administrative Coordinator, Career Services

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, Career Services

Job Profile Title
Administrative Coordinator

Job Description Summary
University of Pennsylvania Career Services offers a wonderful opportunity to be at the nexus of Penn students, alumni, employers, and campus partners to facilitate career exploration, connections, and opportunities. Career Services offers an engaging environment to apply your skills in effective communication, relationship building, program/event management, and leadership/supervision. Our team believes in meeting students wherever they are in their career development journey by providing individualized support to empower students to pursue paths that align with their values.

Reporting to the Senior Associate Director, College of Arts and Sciences, the Administrative Coordinator provides administrative support the College of Arts and Sciences team in the Career Services office, is integral to organizing large-scale events, demonstrates comfort with an environment where we try new approaches, is creative and adept at reaching students through social media and plays a central role in data management in the office.

This is a regular full-time position, which is expected to be onsite, with limited flexibility for work from home in accordance with University guidelines during the pandemic.

Job Description

The Administrative Coordinator provides critical assistance to the College of Arts and Sciences team in the Career Services office, with a focus on undergraduate students and alumni. The Coordinator is integral to activities such as scheduling appointments, cultivating and creating resources and content for our website and social media, providing logistical support for both small and large scale events and administrative programs, recruiting and training peer career advisors, supervising work-study students, assisting visitors to the office such as students, alumni and employers, and more.

The success of this role requires:

  • Contributing ideas to team discussions to help shape program planning and resource development
  • Interest in and ability to create engaging marketing materials for events and social media content
  • Reserving rooms and planning logistics for events such as workshops and career fairs, managing registration for such events in the Handshake system
  • Researching and creating new resources to enhance our online communities, especially related to identify/affinity groups such as students of color, first gen/low-income and DACA/Undocumented students, among others
  • Facilitation of career programs and initiatives, including data collection, outreach, and follow up for the first destination career plan & internship surveys and our summer funding program
  • Comfort with an environment that embraces new approaches
  • Collaborating with other staff to hire, train and oversee work-study students
  • Responding to email and phone inquiries from students, alumni, parents, and employers
  • Attention to detail, thinking ahead to anticipate possible challenges, and effective relationship building with campus administrators


A Bachelor's Degree and 1 to 2 years of experience or equivalent combination of education and experience is required. Intellectual ability, customer-service orientation and excellent communication/social skills to handle a wide variety of questions from a varied and sophisticated audience. Previous experience using Microsoft Office (Excel, Word, PowerPoint) and design software such as Adobe Creative Suite or Canva strongly preferred. Experience with social media content generation is ideal. Strong writing and communication skills. Sense of humor a plus. Required: Exceptional ability to multitask; excellent organizational skills including previous experience with event planning; ability to set and adjust priorities, learn new information quickly, be proactive and take initiative, as well as work both independently and as part of a team; ability to keep calm in a fast-paced environment with frequent interruptions; customer service orientation, skilled at managing projects, setting priorities and meeting deadlines.

Please submit a cover letter along with your resume.

School/Center Overview
The division of University Life is Penn's foremost provider of student services and educational access. University Life partners and collaborates with diverse organizations across many dimensions including: race, ethnicity, gender, sexual orientation, historical tradition, age, religion, disabilities, veteran status, interests, perspectives and socioeconomic backgrounds. We enhance the ability of nearly 25,000 undergraduate, graduate, and professional students, along with other community participants. University Life programs provide academic and career support, campus and community engagement, health and wellness programs, and much more. Our efforts help to fulfill Penn's strategic vision of integrating knowledge across campus. University Life is part of the Office of the Provost and includes numerous campus departments.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Student 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.

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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Job No:
Posted: 6/7/2021
Application Due: 6/7/2033
Work Type: Full Time