Student Services and Academic Coordinator in Architecture (Weitzman School of Design)

Student Services and Academic Coordinator in Architecture (Weitzman School of Design)

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
Student Services and Academic Coordinator in Architecture (Weitzman School of Design)

Job Profile Title
Academic Coordinator

Job Description Summary
The Academic and Student Services Coordinator is responsible for overseeing first-line student support and services coordination, as well as the academic scheduling and registration process for over 350 students in the Department of Architecture, the largest department in the Weitzman School of Design. More specifically, the Coordinator is responsible for: assisting master's students in developing their academic schedules, registering for classes, and solving related problems as they arise; scheduling classes; scheduling and administering exams; maintaining student records, both electronic and physical; tracking student status towards degree completion; arranging advising appointments; assisting with the department's student awards process; serving as the first point of contact for student affairs issues and connecting students to support services, as needed, and serving as the primary resource for the university's transition to NGSS within the department. He or she also assists with the department's admissions process by serving as the department's ambassador to interested and admitted students and conducting tours, and assisting with the distribution of financial aid.

The Academic and Student Services Coordinator also works closely with the Architecture Graduate Group Chair to provide all administrative and academic coordination for the Architecture PhD Program, including tracking students' progress toward degree completion, maintaining regular contact with PhD candidates to identify any challenges to their academic success, and connecting PhD students to resources to help them address any obstacles they may be facing. He/She/They are responsible for helping to revise the Graduate Group Handbook.

Job Description

  • Under general supervision of the Director of Administration, coordinate all aspects of student registration for all graduate programs in the Department Architecture, including assisting students in developing their academic schedules, reviewing the need for prerequisites, analyzing and processing student waiver requests to ensure compliance with curriculum , registration for classes using the University's student systems, and helping to solve related problems; scheduling classes and exams; conducting initial graduation audits and assisting students in applying for graduation.
  • Serve as the first point of contact for student affairs issues. Provide support to students and work with the School's Director of Student Services to connect students to support services, as needed. Maintain and update advisor manuals and organize advisor training for faculty.
  • Provide administrative and academic coordination for the Architecture PhD Program, including tracking students' progress toward degree completion, maintaining regular contact with PhD candidates to identify any challenges to their academic success, and connecting PhD students to resources to help them address academic obstacles. Administer and proctor all examinations within the PhD process. Process dissertation certification paperwork for doctoral students and update the Graduate Group Handbook.
  • Maintain student records, both electronic and physical, for incoming, active, and graduating students. Serve as the department's point-of-contact and primary resource for the University's transition to NGSS.
  • Identify students facing academic challenges and help arrange advising appointments and identify academic supports and other resources to help students overcome academic barriers. Proactively maintain a list of students in probationary status and coordinate with academic advisors to ensure students' success.
  • In coordination with the Department's Director of Admissions, oversee the department's annual admissions cycle, including aspects of the department's open house activities, scheduling tours for prospective students, and organizing the distribution of financial aid.
  • Assist in coordinating with the department's student awards process including collecting nominations from faculty and submissions from students. Organize and execute the annual awards evaluation event to determine winners of all year-end awards; this process involves analyzing the criteria of several awards to determine a list of qualified students to be considered and the coordination of selecting and communicating winners to communications, financial, and student-services staff.
  • Maintain student listservs and communicate records concerns and academic updates to students, and assist in greeting students at the front desk.
  • Other duties and responsibilities as assigned.


HS diploma/GED and 5 to 7 years of experience, or equivalent combination of education and experience, are required. A Bachelor's and 3 to 5 are strongly preferred. Experience working in an academic setting and working with students preferred. Strong interpersonal, organizational, and analytical skills required. Ability to handle multiple tasks; ability to interact in professional manner with diverse constituencies; typing skills; attention to detail; Knowledge of University policies and procedures and systems is a plus as is prior experience with Penn ICares Training. Knowledge of Windows, SRS, PIT, AIT, CIT and especially NGSS is a plus. Experience with Microsoft office suite, particularly word and excel is strongly preferred.

Working Conditions:

Office, library, computer room

Physical Effort:

Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Design

Pay Range
$20.00 - $30.67

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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