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 13-29452


School Name School of Engineering and Applied Science

Org Mechanical Engineering and Applied Mechanics

Posted to the Web 07/25/2018

Posted Job/Salary Grade 025

Employment Type Non-Exempt

Hours 35.00

Position Type Full Time

Position Schedule 9:00 am - 5:00 pm

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

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning.


Reporting to the Associate Director, Department of Mechanical Engineering and Applied Mechanics (MEAM), at the School of Engineering and Applied Science (SEAS) the Event Coordinator will be an integral member of the MEAM office team. The coordinator will manage and execute all department events, including but not limited to MEAM Advisory Board meetings, MEAM Picnic, MEAM holiday party, distinguished lectures, workshops, symposiums, graduate and undergraduate recruiting, networking events for our students. Arrange for events to be publicized via the various platforms available in SEAS. The coordinator will handle all event operations (reserving rooms, order catering, manage communications with stakeholders and appropriate staff), on-going communications with faculty members to manage expectations, collect feedback and continuously improve events, procedures and outcomes. The coordinator will be responsible for post-event management such as photo archives and feedback surveys. The event coordinator will also be responsible for creating, implementing and measuring effectiveness of new events that support the department mission. Manage MEAM Master’s Admissions via the Apply Yourself system: Distribute applications to the Master’s Review Committee, act as a liaison with SEAS central admissions, schedule committee meetings and enter decisions of approved applications into the Apply Yourself system. Create exit survey for Master’s and PhD students. Collect data and prepare report. Assist Master’s Program Chair as needed and attend bi-weekly meetings. Manage faculty syllabus repository.Manage Concur reimbursements for department faculty, department mail, order office supplies.


A High School Diploma or GED and 5 years to 7 years of experience or equivalent combination of education and experience is required. Experience coordinating large events and working with students and faculty preferred. Proficient in Microsoft Office/G Suite and previous experience with Penn Concur processes and procedures is highly desired.

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.

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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


  • 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