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Inside Higher Ed · 3 weeks ago

Administrative Coordinator, Wharton MBA Program Office

Philadelphia, PA

Full-time

Hybrid

Mid, Senior Level

$21.15/hr - $26.15/hr

5+ years exp

The University of Pennsylvania is a world-renowned leader in education, research, and innovation. The Administrative Coordinator will provide administrative and logistical support for the MBA Program office, including managing communications for Global Co-Curricular Programs and assisting with event planning and front desk operations.

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Responsibilities

Providing administrative and logistical support for all Global Co-Curricular Programs, including International Exchange

Spearheading all incoming communications to/from exchange students, enrolling them in technological platforms needed to participate in the MBA curriculum, and planning the in person orientation sessions

Assisting the Global Immersion Program by supporting the application process in TerraDotta, making program development recommendations, as well as seeking and negotiating contracts with international vendors

Serving as one of two key event planning leads within the Office of the Vice Dean for the MBA Program

Responsible for venue research, reservation and onsite management related to the Academic Honors Reception, Student Leadership Reception, the MBA Program holiday party, Divisional Staff Meetings and Impact Community events

Managing vendor outreach and communications related to catering, audio visual, swag, and other event related items

Acting as the first point of contact for all MBA students, faculty, staff, and alumni

Managing the front desk operations within the Office of the Vice Dean and is responsible for setting the tone of all interactions with the stakeholders mentioned above

Responding to all inquiries - in-person, by phone or by email - and ensure that stakeholders receive the correct information related to academic affairs, student records, accommodations, or other department initiatives

Managing the check-in process for daily Walk-In advising hour appointments

Maintaining office supply inventory for the office and all staff members

Qualification

Customer service orientationEvent planningTechnology platformsOrganizational skillsInterpersonal skills

Required

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required

Candidates must have demonstrated customer-service orientation, including the ability to set a positive tone as the first point of contact for a high-traffic office

Strong organization skills, with the ability to handle multiple tasks, manage competing deadlines, and maintain exceptional attention to detail

Candidates should have comfort navigating, and learning new technology platforms, including student information systems, CRM tools, and application portals (e.g. TerraDotta)

Strong interpersonal skills, including cultural awareness when working with international exchange students and global program partners is essential

Preferred

Experience with event planning, including venue research, vendor coordination, onsite event management, and logistics support is a plus, but not required

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.