Administrative Coordinator, Urban Studies Program, University of Pennsylvania

Posted by on July 25, 2011

[emailed 7/12/11]

Administrative Coordinator – Urban Studies Program, University of Pennsylvania

The person will be responsible for managing and carrying out administration of the Urban Studies Program at the University of Pennsylvania. He/she will serve as the front line contact person for students and faculty and work closely with the Urban Studies co-directors to assure the smooth functioning of the program. He/she will be expected to take the lead in several different areas of responsibility. Related to the academic program, the Administrative Coordinator is responsible for course scheduling and registration, scheduling rooms, communication with and supporting faculty with course arrangements, assisting with student advising, preparing and disseminating information about courses and program events and opportunities, updating and maintaining the program website and social networks, and coordinating special events such as lectures, colloquia, and graduation. Academic support requires use of the Student Records System (SRS) and communication with SAS administration and other departments throughout the university to maintain and make changes in courses. Financial responsibilities include record-keeping, preparing reimbursement and requisition forms, monitoring expenditures/payments, and preparing information and analyses for budget decision-making.  This person is the direct liaison with the local business office. Responsibilities also include working with payroll and personnel concerns related to appointments/reappointments for faculty and graduate assistants, tracking salary expenditures, etc. Important administrative responsibilities include working with the program’s databases, updating and maintaining records, supervising work-study students, and organizing and maintaining departmental records. The person will keep the co-directors’ calendars and set up appointments with students and others, is responsible for office/building related concerns, and performs other related duties as assigned.

QUALIFICATIONS: (Qualifications should clearly indicate those that are required and those that are preferred.)

Three to five years experience in higher education administration, financial records management, event planning, and communications.  At least secondary diploma, BA/BS preferred.  Previous experience with Student Records System a plus.  Excellent organization and interpersonal skills with the ability to work independently. The position requires initiative and sound judgment with the capacity to exercise discretion in working with confidential information.  Must be able to interact diplomatically with diverse public, manage multiple and competing priorities, work well under pressure, and meet deadlines.  Strong oral and written communication skills with the ability to compose correspondence.  A systems thinker with a results orientation is needed for success in this role.  Attention to detail very important.  Ability to delegate tasks and responsibility to work study and graduate assistants.  Proficiency with office and communications software (Word, Excel, Access, ProCite, Drupal) required.  Experience with website development/maintenance desirable. Experience using social networking for communications also desirable.

To apply, candidates must submit cover letter and resume online through the University of Pennsylvania Jobs@Penn site.  Candidates can also send a resume directly to urbs@sas.upenn.edu.

http://www.hr.upenn.edu/jobs/