Administrative Coordinator, Career Services

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.

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, Career Services

Job Profile Title
Administrative Coordinator

Job Description Summary
University of Pennsylvania Career Services, positioned within the division of University Life, is seeking an Administrative Coordinator to work with the Wharton (undergrad)and Engineering (undergrad and master's) teams. The Coordinator provides front-line support and assistance to the Engineering and Wharton advising teams in Career Services and will be an integral part of each team in shaping program planning, communications and other administrative aspects of the office. The coordinator will help plan events including career fairs, play an instrumental role in collecting first destination data, and assist in managing work-study students. Career Services is an office at the nexus of Penn students, alumni, employers, and campus partners, and provides an engaging environment for an Administrative Coordinator to apply skills in effective communication, relationship building, program and event managing and leadership.

Job Description


The Administrative Coordinator for the SEAS and Wharton teams in Career Services will have extensive phone, email and walk-in contact with students, employers, faculty, and administrators and answer complex questions about office procedures and policies. This coordinator is an integral member of each team, organizing resume review requests, meetings and appointments for staff. The Coordinator will also contribute to the planning of mid- to large-scale events such as workshops, employer/alumni events and career by reserving rooms across campus, coordinating resources and technology as needed and managing event registrations. Additionally, partnering with other administrative colleagues in Career Services, the Coordinator will hire, train, and oversee office work-study students; providing all student workers with professional feedback and daily direction is a key part of this role.

On an annual scale, the Coordinator will have a central and time-sensitive role in sourcing, organizing and supplying data on student employment and internship outcomes and events. In coordination with SEAS and Wharton advisors and the Associate Director of Data Analysis and Visualization, the Coordinator will contribute to data interpretation and preparation of charts, graphs, and external reports as needed.

Success in this role requires a keen attention to detail, the ability to anticipate possible challenges, and effective relationship building skills with campus colleagues. An ideal candidate will enjoy the process of optimizing and streamlining processes, from hiring student workers to applying best practices in data collection, and bring perspective on presenting information to various stakeholders including students, faculty, and staff.


A Bachelor's Degree and 1 to 2 years of experience or equivalent combination of education and experience is required. Exceptional ability to calmly and professionally execute in a fast-paced environment with frequent interruptions. Excellent organizational skills including previous experience with small and large scale event planning. Ability to set and adjust priorities, learn new information quickly, be proactive and take initiative in problem solving while knowing when to delegate. Work successfully both independently and as part of a team. Strong writing, proofreading and professional communication skills. Comfort with an environment where we try new approaches. Preferred candidates will have demonstrated cultural competencies and communication skills necessary to address a wide variety of questions from a varied and sophisticated audience. Previous experience using Microsoft Office (Excel, Access, PowerPoint) necessary; design software such as Adobe Creative Suite or Canva strongly preferred.

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Targeted Pay Range:

$23.00 - $26.00 per hour commensurate with education and experience.

Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School
Student Services

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.

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