University of Pennsylvania ADMIN COORDINATOR in Philadelphia, Pennsylvania

ADMIN COORDINATOR Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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Posting Details

Posting Details

Reference Number 50-29379

Posted Job Title ADMIN COORDINATOR

School Name University Library

Org Library Director's Office

Posted to the Web 07/13/2018

Posted Job/Salary Grade 025

Employment Type Non-Exempt

Hours 35.00

Position Type Full Time

Position Schedule 9-5

Months 12

Position Length Ongoing

Position End Date

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.

School/Center Overview

The Penn Libraries serve the world-class faculty and students of Penn’s 12 schools. The Libraries’ collections comprise more than 7 million volumes, over 100,000 journals, some 2 million digitized images, and extraordinary rare and unique materials that document the intellectual and cultural experience of ancient and modern civilizations. Through our collaborative relationships, we supplement Penn’s great local collections with physical access to the Center for Research Libraries (approximately 5 million items), the combined holdings of the Ivies (more than 70 million volumes), and exclusive electronic access to some 2 million public domain titles in the HathiTrust. Today, the Libraries play an instrumental role in developing new technologies for information discovery and dissemination and are noted for groundbreaking work in digital library design. To learn more about the Penn Libraries, visit http://www.library.upenn.edu

Duties

Reporting to the Vice Provost & Director of Libraries Office, the Administrative Coordinator provides a broad range of professional administrative functions in support of the Vice Provost and members of the executive team. Responsibilities include, but are not limited to, managing calendars; scheduling meetings; organizing travel; preparing travel reimbursements; maintaining the office; recording, preparing and distributing meeting minutes; drafting and editing letters and other documents; answering email, phones and greeting visitors. * Acts as the point of contact between the Vice Provost and internal/external colleagues. Interacts with senior staff members and with a wide array of University offices, faculty members, senior administrators, and representatives of national library associations, private foundations and corporations, and government agencies. * Maintains schedule and manages Director’s calendar, coordinates committee and other meetings, prepares agenda and meeting packets, and communicates with staff and faculty representatives in a timely way. Manages travel, conference attendance, awards, and special events arrangements and reimbursements for the Vice Provost. * Support projects in various departments, such as Community Outreach, Liaison Services, and Advancement, by providing program development and project management support * Supervise the Administrative Assistant in the Vice Provost’s Office, including delegation of tasks, task management, and coordination of schedules to ensure the office is staffed at all times.* Manage and coordinate all correspondence including typing, formatting, proofreading and editing. Assist with preparation of presentations. * Record, prepare and distribute Administrative Council meeting minutes and other meetings, as needed * Maintain files, records, basic archive management. * Perform additional duties as assigned

Qualifications

High School diploma or GED and 5-7 years of experience, or equivalent combination of education and experience, are required. Bachelor’s degree and 3-5 years’ experience strongly preferred. Strong computer skills, including MS Office suite, required. Excellent communication skills, both verbal and written, and the ability to interact with individuals at all levels. Ability to exercise discretion and judgment in dealing with sensitive and confidential matters. Excellent organizational skills required.

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.

Quick Link http://jobs.hr.upenn.edu/postings/38516

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).


  • How did you hear about this employment opportunity?

  • Jobs@Penn

  • Contacted by a Penn Recruiter

  • Referred by a Penn Employee

  • Referred by a friend or family member

  • Higher Education Recruitment Consortium (HERC)

  • Inside Higher Ed

  • Indeed.com

  • Other Internet Advertisement

  • Linkedin

  • Twitter

  • Other Social Media Site

  • Professional Affiliation/Trade Website

  • Diversity Association/Publication Website

  • Heard about it at a conference or career fair

  • Apple One

  • Recruitment and/or staffing agency


  • What is your highest level of education completed?

  • Less than high school education

  • High School Diploma or GED

  • Vocational or Technical School

  • Associate's Degree or Two Year College

  • Bachelor's Degree

  • Master's Degree

  • PHD/MD/JD or equivalent doctoral degree


  • How many years of experience do you have related to this position?

  • 0 to 1 Year

  • 1 to 2 Years

  • 2 to 3 Years

  • 3 to 5 Years

  • 5 to 7 Years

  • 7 to 10 Years

  • Over 10 Years

Applicant Documents

Required Documents

  • Resume

Optional Documents

  • Cover Letter