Administrative Coordinator

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 Large Employers in 2023.

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

Job Profile Title
Administrative
Coordinator

Job Description Summary
Reports directly to the Executive Director of Information and Security
Technology . Provides administrative assistance and support to; Executive Director of Information Security Technology and the Director of
Security Services . Provides a high level of Administrative Support to ensure efficient and effective operations of the entire office
environment; maintains calendars and schedules, meetings/appointments, etc.; maintains department filing and ticketing systems, reviews and
processes requests for tools and resources by vendors, updates department procedures and manuals as required; responsible for researching
and inputting data into various systems for invoice reconciliation and service management; supports vendor relationships and manages small
accounts such as cellular services; communicates with the community and processes requests in coordination with Directors on preservation of
video and access control logs; processes all office supply requests for Directors, collects and assembles, as needed, appropriate
departmental monthly reports for Directors for submission to the Vice President of Public Safety ; maintains and tracks budget expenditure
requests for separate capital and operating accounts for various departments; provides support for Divisional events and
initiatives.

Job Description

Job Responsibilities

• Maintains central filing system for
  Directors
• Schedule appointments and meetings while updating appropriate calendars
• Works with vendors to assist in
  reconciliation of invoices
• Prepare letters of correspondence for all directors
• Monitors ticketing queues for Information and
  Security Technology to ensure overdue tickets are addressed
• Maintains minutes of all meetings and submits copies of all minutes to
  appropriate staff
• Provides monthly budget summaries on all capital and operating expenditures to date, to include approved budget
  finding, obligated expenditures to date, and remaining balances
• Responsible for processing and researching preservation requests for
  video and access control logs
• Performs quality assurance surveys for various directors to obtain customer feedback on
  services
• Other duties and responsibilities as assigned

Qualifications

• High School Grad/GE Degree, and 5 to 7
  years of experience or equivalent combination of education and experience is required.

Job Location – City,
State
Philadelphia, Pennsylvania

Department / School
Division of Public Safety

Pay
Range
$21.15 – $27.00 Hourly Rate
Salary offers are made based on the candidate’s qualifications, experience, skills, and
education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for
the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to
race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship
status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special
Requirements
Background checks may be 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

Equal Employment Opportunity Statement

The
University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex,
sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age,
disability, veteran status or any class protected under applicable federal, state, or local law.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Public-Safety/Administrative-Coo
rdinator_JR00106953

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