SP2 Coordinator, PhD Program & Office of the Dean (Hybrid Eligible)

SP2 Coordinator, PhD Program & Office of the Dean (Hybrid Eligible)

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
SP2 Coordinator, PhD Program & Office of the Dean (Hybrid Eligible)

Job Profile Title
Administrative Coordinator

Job Description Summary
The Administrative Coordinator for the PhD Program & Office of the Dean will effectively support the academic mission of the school across intersecting areas pertaining to the PhD Program and the academic mission of the Dean's Office. This position will provide program support for the PhD program, and projects in the Dean's office such as Faculty Affairs and Instructional Support.

* All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Job Description

Working with the Faculty Director of the PhD Program, staff graduate group and PhD program to conduct PhD program operations. Provide administrative support for all aspects of the PhD student experience, including the admissions process, managing student records, confirming course enrollment and completion, tracking job placements, coordinating with the alumni office.

Coordinate substantive and administrative functions of key PhD student/program milestones including updating student accomplishments, tracking summer fellowships, scheduling preliminary exams, dissertation proposals, defenses, and coordinating dissertation submissions. Maintain knowledge of Graduate Group requirements and respond to student inquiries regarding progress toward the degree. Maintain student handbook and website.

Working with the Director of Instructional Design and Instructional Technology in the Dean's Office, provide instructional support such as organizing and implementing operational information related to curriculum and teaching. Ensure records are up to date, including all class syllabi, instructor CVs, and contracts. Consolidate teaching evaluation data and create simple reports. Work with Director if Instruction to ensure all aspects of teaching go smoothly.

Working with academic program coordinators, serve as a resource to faculty, part time lecturers, and academic programs regarding administrative and courseware support, including international courses. Support faculty gaining access to textbooks and other course materials.

Conduct special projects for the Dean, such as providing administrative support to efforts related to the Social Justice Scholars Program, review of teaching evaluations, or gathering information for the Dean related to monitoring school performance.

Serve as backup to the Dean's Assistant when they are out of the office and provide support during peak times.

Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.


A High School Diploma or GED and 5 years to 7 years of experience, or equivalent combination of education and experience, are required. Bachelor's degree highly preferred. Proficiency in Microsoft Word, Excel, and Access required. Good customer service skills, including through written communication, are required. Must have demonstrated ability to multi-task and learn new tools and systems. Must be detail oriented. Ideal candidate will have knowledge of HTML, WordPress, and web applications. Occasional evening or weekend work required.

Working Conditions:

Office, library, computer room.

Physical Effort:

Typically sitting at a desk or table, Occasional lifting 25 lbs. or less, Intermittently sitting/standing/stooping.

Resource Exposure:

Have access to private information such as SSN, credit card, personal data, or financial data for students, alumni, staff, or faculty. Have access to sensitive data related to research projects and grants such as intellectual property (not HIPPA information).

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Social Policy and Practice

Pay Range
$20.45 - $30.82
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Sch-PubPol-Caster-Building/SP2-Coordinator--PhD-Program---Office-of-the-Dean_JR00056089

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