Job location: Law School

Employment Type: Full-time
Posted data: 2021-11-03
Req: JR00043442
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, Law Review

Job Profile Title

Administrative Coordinator

Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished law schools. The School offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinarily supportive academic community for its scholars and students alike.
Founded in 1852 as the American Law Register, the University of Pennsylvania Law Review is the nation’s oldest law review. The Law Review has both a professional and an educational mission. It serves the legal profession, the bench, the bar, and the academy by providing a forum for the publication of original legal research of the highest quality. The Law Review also affords Associate Editors valuable educational experiences through training for the performance of editorial tasks and in the preparation of an original work of scholarship suitable for professional publication.
Administrative Coordinator staff play a critical role in providing a world-class educational environment, supporting our Editors in their training and educational experiences, as well as their scholarly and community endeavors, working in a collaborative and ambitious environment.
Reporting to the Vice Dean for Administrative Services and the Managing Editor, the Administrative Coordinator effectively and efficiently completes a host of Editor-led and independent projects.
The role is a full-time (35 hours/week with unpaid hour for lunch) position. The position is designed to be 100% on site and is not eligible for hybrid work.

Job Description

Responsibilities Include:

Office Mail and E-mail Communications:

• Serve as the lead on all mail and e-mail communications, maintaining a rapid response to journal inquiries within 72 hours.
• With the support of the Managing Editor, follow up on tasks as necessary, including updating subscription list; managing alumni requests for bound volume orders; facilitating communications with subscription management, bound volume, and online vendors; mailing past journal issues to printing vendor.
• Answer phones, return voicemail messages, and respond as appropriate to requests.
• Deposit subscriber and royalties checks at journal’s local bank branch and track deposits in central managing system; assist with Editor reimbursement requests and organize requests for approval by the Managing Editor through an online platform.

Event Planning Needs:

• Spearhead and execute medium- and large-scale events of up to 300 attendees by collaborating with law school staff, Managing Editor, Editors, faculty, and academic and professional attendees.
• Assist in planning annual trip by researching venues and vendors; preparing travel accommodations; gathering attendee information; serving as primary point of contact for travel information.
• Coordinate monthly Bagel Mondays and a variety of social gatherings each semester and throughout the summer on and off campus.
• Provide vital support during annual Writing Competition, through which the journal chooses membership, through document review, organization, and preparation.

General Office Support:

• Represent the Law Review team to faculty, students, and Editors by creating a welcoming environment in the relevant offices; respond efficiently to all requests.
• Complete a host of projects upon request including formatting and printing letters; converting documents; editing of manuscripts and letters.
• Prepare Print Weekend and training materials, including in PowerPoint, print, and other visual approaches.
• Ensure all Law Review office requests are handled expeditiously, including by collaborating with ITS and Facilities on items such as repairs, hardware maintenance, office supplies and beverages, etc. and by keeping office stocked as needed.

Miscellaneous Duties:

• Handle special projects and assignments on an as-needed basis, collaborating with Managing Editor and Office Assistants.
• Serve as primary point of contact with office inquiries, including providing presence and ease of communication to all Editors and staff on behalf of the Law Review team.

Qualifications:

Five to seven years of increasing responsibility in a fast-paced, customer service oriented administrative environment required; high school degree required, college degree preferred. Excellent ability to prioritize work and to communicate well with a wide variety of constituents required. Experience with Microsoft tools and online data bases. Ability and interest in professionally representing the Law Review to all constituents, in person and in writing. Must be able to demonstrate commitment to discretion and ability to wisely handle confidential material, as well as strong customer-service ethic and excellent attention to detail. Excellent verbal and written communication skills required. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.

A cover letter is required with application materials.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Law School

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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay