Administrative Coordinator, Career Services

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Administrative Coordinator, Career Services

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 Employers By State in 2021.

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, Career Services

Job Profile Title
Administrative Coordinator

Job Description Summary
The Career Services Administrative Coordinator provides front-line support and assistance to two of the six teams in the Career Services office, with a focus on undergraduates, graduate students, and postdocs. The Coordinator will have extensive phone, email and walk-in contact with students, employers, faculty, and administrators and answers complex questions about office procedures and policies. The Coordinator is integral to organizing large-scale events and plays a central role in data management. The Coordinator collaborates with other Coordinators at Career Services to hire, train, and oversee office work-study students.

Job Description

Career Services offers a wonderful opportunity to be at the nexus of Penn students, alumni, employers, and campus partners, and provides an engaging environment to apply your skills in effective communication, relationship building, program/event managing and leadership/supervision.

The Coordinator provides front-line support and assistance to two of the six teams in the Career Services office, with a focus on undergraduates, graduate students, and postdocs. The Coordinator is integral to organizing large-scale events including career fairs, employer events, internal staff events, or events with alumni. The success of these events requires a keen attention to detail, thinking ahead to anticipate possible challenges, and effective relationship building with campus administrators. Comfort with an environment where we try new approaches is important. The Coordinator will have the opportunity to contribute ideas to team discussions to help shape program planning and be able to help create engaging marketing materials for events.

Career Services thrives on data, and we collect these in all aspects of the work we do. The Coordinator plays a central role in data management sin the office including direct oversight of a complex survey cycle including data collection, outreach, and follow up for the first destination or internship surveys, as well as collecting, analyzing, and presenting statistical data on employer activities. In coordination with advisors and the Associate Director of Data Analysis and Visualization, the coordinator will contribute to the various stakeholders we engage with, including students, faculty, and staff.

The Coordinator will have extensive phone, email and walk-in contact with students, employers, faculty, and administrators and answers complex questions about office procedures and policies. The Coordinator collaborates with other Coordinators at Career Services to hire, train, and oversee office work-study students and providing all student workers with professional feedback and direction is a key part of this role.

The Coordinator reserves rooms for events such as workshops led by staff members or employer events and manages registration for such events in the Handshake system.


  • Work closely with career services team members to organize and execute various events such as career fairs, workshops, employer events, and internal events for the Career Services staff. Anticipate next steps in planning and implementing programs and projects. Coordinate logistics such as venue, refreshments, etc.
  • Serve as an integral member of Career Services team. Support team through activities such as scheduling appointments and maintaining calendars for advisors, assisting employers interested in recruiting on campus, answering telephones, responding to email inquiries, assisting visitors to the office such as students and employers, and/or purchasing office supplies.
  • Manage complex data collection and analysis for projects such as first destination or internship surveys, graduate school enrollment statistics, statistics on employer activities, or reporting on summer funding program. Assist with interpretation and preparation of charts, graphs, and reports as needed.
  • Utilize a variety of software and systems including Microsoft Office (especially Excel and Access), Handshake, student record system, content management system, etc. Formulate ideas to improve efficiency of team operations and administrative functions.
  • Hire, supervise, and train work study students.
  • Ensure a professional and welcoming atmosphere for office and its many constituencies including students, parents, employers, administrators, and faculty.
  • Assist and collaborate with other coordinators in the office as necessary.
  • Create engaging marketing materials for Career Services events such as career fairs, workshops, and employer events.
  • Update and help maintain website.
  • Other duties as assigned.

  • A Bachelor's Degree and 1 to 2 years of experience or equivalent combination of education and experience is required.
  • Intellectual ability, cultural competency, and excellent communication/social skills to handle a wide variety of questions from a varied and sophisticated audience.
  • Previous experience using Microsoft Office (Excel, Access, PowerPoint) and design software such as Adobe Creative Suite strongly preferred.
  • Ability to understand basic statistical concepts in order to assist in the preparation of survey reports.
  • Exceptional ability to multitask.
  • Excellent organizational skills including previous experience with event planning.
  • Ability to set and adjust priorities, learn new information quickly, be proactive and take initiative, as well as work both independently and as part of a team.
  • Ability to keep calm in a fast-paced environment with frequent interruptions.
  • Ability to manage projects, priorities, and deadlines.
  • Strong writing and communication skills.
  • Sense of humor.

A Cover Letter is required to be considered for this opportunity. Please upload your Cover Letter under Resume/CV; multiple documents allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Student Services

Pay Range
$20.00 - $36.00

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.

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.

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