Administrative Coordinator, Part Time, Biddle Law Library

Administrative Coordinator, Part Time, Biddle Law Library

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.

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, Part Time, Biddle Law Library

Job Profile Title
Administrative Coordinator

Job Description Summary
Penn Law is one of the nation's oldest and most distinguished law schools. The school offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making Penn Law an extraordinarily supportive academic community for its scholars and students alike.

Penn Law staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in a collaborative and ambitious environment.

Reporting to the Operations and Finance Manager in the Biddle Law Library, the Administrative Coordinator provides direct administrative support to the Associate Dean and Director of the Biddle Law Library and general administrative support for library personnel and programs.

This is a part-time position requiring a commitment of 17.5 hours of work per week. As a regular part-time staff member, you will be eligible for limited University benefits.

Job Description

Direct administrative support to the Associate Dean and Director of the Biddle Law Library
  • Provide administrative support to the Associate Dean/Director of the Biddle Law Library, including calendar management and making travel arrangements.

General administrative support for Biddle Law Library staff and programming
  • Manage office and support needs of the Biddle Law Library staff, including reporting and monitoring library maintenance needs and repairs, assisting with conference travel arrangements, maintaining office supplies, and coordinating with Penn facilities to plan library shipments.
  • Schedule appointments and meetings for Law Library team members as needed.
  • Purchase shared library supplies and office materials.
  • Work with Manager of Operations and Finance to liaise with Facilities - tracking requests, room reservations, spearhead event planning.
  • Coordinate library-sponsored events - of varying sizes, including invitation development, planning communications outreach, preparing speaking points, and coordinating technical requirements with IT.
  • Manage library meetings and events, including scheduling, room reservations, notices and announcements, minute taking, record keeping, and catering.
  • Create surveys and forms for internal data collection.
  • Coordinate meetings and handle calendar management for the library including scheduling, resolving conflicts, preparing meeting agendas, recording minutes, compiling post-meeting notes, and following up on action items.
  • Create and maintain accurate and up-to-date documentation for the library.
  • Provide support as needed for programs within the Law Library.
  • Answer general Biddle Office and Associate Dean phone lines, take detailed notes from callers, and route calls to the appropriate contacts.
  • Other library-related administrative duties as assigned.

Law journal subscription management
  • Manage subscriptions to the Law School's student-edited law journals and provides other support to the journals, including maintaining author agreements and contracts, editing and updating style and resource guides, compiling subscriber data for journal delivery, and assisting with one-time payments.

Communications support
  • Prepare and distribute print and digital documents and reports including letters to donors, signage, newsletters, announcements of new publications, and statistical reports.
  • Assist in the execution of library- and law-school-related communication efforts, such as editing posts for the new library website, compiling library newsletters, working with Development and Alumni Relations to update, send, and track gift acknowledgements.

Other duties as assigned


College degree (B.A. or B.S.) with a minimum of 2-4 years of related experience or equivalent combination of education and experience. Experience within a college or university setting preferred. Proficiency with computers, word processing, and Excel. Excellent written and verbal communication skills. Demonstrated ability to work independently and to prioritize work. Attention to detail and ability to handle confidential materials.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

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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