Administrative Coordinator (Temporary)

Administrative Coordinator (Temporary)

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Coordinator (Temporary)

Job Profile Title
Temporary Employee - Non-Exempt

Job Description Summary
Provides project and administrative support in the Office of Academic Affairs (OAA). Serves as primary point of operational and administrative contact both within and outside PSOM and the University. Works with confidential and data-sensitive information requiring discretion. Should be a detail-oriented communicator proficient in data entry and maintaining a high-level of accuracy.

Job Description

Provides administrative support to Executive Director

  • Manages calendar for Executive Director
  • Supports meetings (technologies, room set up -via ems or virtual-, materials distribution, and related pre/post communications)

Provide basic administrative support for department, staff, and related committees as needed

  • Supports department internal/external events (technologies, room set up -via online system or virtual-, materials distribution, and related pre/post communications)
  • Maintains central OAA department calendar
  • Responds to department email and voice mail, distributing messages appropriately, and providing basic, first level triage on information

  • Facilitates Systems access and Guest record creation
  • Keeps department supplies in stock
  • Operates as department contact for internal functional departments (eg, facilities)

Support department data integrity

  • Data entry
  • Data integrity review
  • Assists department data support leads in major systems (eg, Workday, Knowledge Link, Interfolio, etc.)

Review Part-time and Secondary faculty dossiers for compliance

  • Works with departments representatives to resolve issues
  • Move dossiers to next step in review

Additional Duties as assigned


Bachelors degree preferred, with 3-5 years of related experience or equivalent combination of education and experience. Excellent computer skills are essential (Word, Excel, PowerPoint), with the ability to learn and master multiple administrative databases, programs and systems. Strong analytical, problem-solving, communication and organizational skills required. Must be detail-oriented. Ability to handle confidential or sensitive information in an appropriate and professional manner and to manage shifting priorities and multiple projects. Must be a team player with a collaborative working style. Experience within a College or University setting preferred.

Application Requirements

Please submit cover letter and resume to be considered for the position.

Working Conditions
Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$7.25 - $230.00

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 may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

To apply, visit

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