Office Coordinator, Civic House

Posted by University of Pennsylvania on December 19, 2016

POSITION DESCRIPTION

Office Coordinator, Civic House
University of Pennsylvania

OVERVIEW
Reporting to the Director of the Civic House, the Office Coordinator is responsible for organizing the House’s overall activities, including programs and events related to Civic House initiatives; hiring, coordinating, and creating community among student staff; managing the office the Civic House facility; processing and tracking financial activities, and; managing website content. The Office Coordinator will also play an important role in Civic House’s communications and alumni relations and development efforts.

SPECIFIC DUTIES

Office Administration
• Oversee timely processing of Civic House financial transactions utilizing appropriate University financial systems, including:

• Coordinating processes with Office of Student Affairs (OSA) Financial Services Center;
• Reconciling procurement card expenditures and processing monthly filing;
• Managing petty cash, reimbursements and other reconciliations of office expenditures, and;
• Tracking expenditures by account and type.

• Participate in supervision of part-time employees, including:

• Playing a central role in creating community among student staff, including connecting them with one another and full-time staff and Civic House projects and programs;
• Keeping track of student staff projects and responsibilities, in communication with other Civic House staff;
• Verifying and recording hours for all part-time employees, ensuring their presence during scheduled hours and tracking hours for budget and other purposes, and;
• Regularly communicating work hours to appropriate office for processing.

• Support Director in all aspects of Civic House alumni relations and development efforts, including:

• Accessing data and creating reports as needed;
• Processing gifts and other development-related financial transactions;
• Assisting with stewardship and other aspects of development process, and;
• Coordinating visits for alumni and friends of Civic House.

• Coordinate content management for Civic House website and online communications, including:

• Regularly and accurately updating content to keep website current;
• Working with technical support staff to keep website functioning;
• Assisting staff in development and maintenance of specific sections of site, and;
• Assembling and sending electronic communications in support of Civic House’s outreach efforts.

• Administer use of Civic House facility, including:

• Scheduling and staff coverage of events taking place in building;
• Working with Facilities Services to ensure that building is properly cleaned and maintained;
• Ensuring coverage of front desk and phones, including expediting phone and walk-in requests with assistance of work-study staff, and;
• Oversee office technology, including representing Civic House to VPUL Technology office.

• Oversee scheduling, policies and procedures for community service transportation, including:

• Maintaining and referencing records concerning qualified and appropriate drivers and groups for Civic House van;
• Working closely with PennTransit, OSA and other partners regarding scheduling, maintenance of vehicles, administrative protocols, financial arrangements, etc.;
• Implementing policies and procedures to ensure fair and efficient usage of vehicles, and;
• Overseeing process for dispensing tokens for public transportation as needed for projects.

• Perform other duties in support of office’s smooth functioning, including:

• Ensuring functioning of office machinery and availability of office supplies,
• Oversee organization/updating of Civic House’s office files, databases and other computer-based information, and bulletin boards, and;
• Organize incoming and outgoing mail, processing paperwork as appropriate.

Programming Support
• Coordinate logistics for a variety of Civic House initiatives (sample listed below) in collaboration with other staff, including:

• Managing Background Check process for students in Civic House-affiliated organizations
• Communicating with student, faculty, staff, and community participants;
• Arranging for all entertainment and facility needs;
• Publicizing events to appropriate constituencies as needed;
• Ensuring staffing of events;
• Overseeing event evaluation and follow-up, and;
• Sampling of events includes: End-of-semester and End-of-year gatherings, Senior Celebration, Community Service and Advocacy Night (Volunteer Fair), Service Day projects, and other program and development-related events.

QUALIFICATIONS
High School degree required, Bachelor’s degree strongly preferred with at least three (3) years of administrative experience in an office environment. Excellent interpersonal, time management and communication skills required; the successful candidate will have demonstrated interest in engaging with students. Candidate must possess computer skills (Windows preferred), including MS Word, Excel, and FileMaker; experience with additional software and with navigating and creating online resources (web pages, social media, etc.) especially helpful. Skill in budget management systems, with knowledge of University policies and procedures preferred. Proven organizational skills with the ability to prioritize assignments and maintain efficient recordkeeping systems essential. Ideal candidate will enjoy working with college-age students from diverse backgrounds. Experience in organizing large programs requiring publicity and in working with community-based organizations is desirable.

UNIVERSITY OF PENNSYLVANIA NON-DISCRIMINATION POLICY STATEMENT
The University of Pennsylvania values diversity and seeks talented students, faculty and staff from diverse backgrounds. The University of Pennsylvania does not discriminate 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 status in the administration of its admissions, financial aid, educational or athletic programs, or other University-administered programs or in its employment practices. Questions or complaints regarding this policy should be directed to the Executive Director of the Office of Affirmative Action and Equal Opportunity Programs, Sansom Place East, 3600 Chestnut Street, Suite 228, Philadelphia, PA 19104-6106; or (215) 898-6993 (Voice).

We are eager to have someone join us as early as possible in January as the spring semester gets underway. For full consideration, by Tuesday, January 3rd at 12:00 PM, please send a resume accompanied by a cover letter expressing the nature of your interest in and qualifications for the position, including your salary requirements, to: [email protected].