Job Details

Student Services Coordinator, Weitzman School

Position Number: 6772931
Location: Philadelphia, PA
Position Type: Student Affairs and Services

Student Services Coordinator, Weitzman School

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 Large Employers in 2023.

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.

Posted Job Title
Student Services Coordinator, Weitzman School

Job Profile Title
Coordinator, Program

Job Description Summary
As a key member of the Weitzman Office of Student Services, the Student Services Coordinator independently manages and oversees the office's daily administrative functions to ensure a high level of support and excellent customer service for Weitzman School of Design faculty, staff, and students. The Student Services Coordinator works directly with the Registrar, Director of Student Services and Director of Professional Development and Leadership to assist with student records, student events, student registration, and student communication/outreach. In supporting the Registrar, the Coordinator manages registration holds, administrative registration, advising records, verification letters, CPT/OPT approvals, classroom assignments, archiving, and the annual student awards process, and works closely with the school's academic departments to support course rostering and student registration. In supporting the Director of Student Services, the Coordinator manages event planning, provides support for school-wide student programming, develops communications (Instagram, flyers, and other advertising), and plays a lead role in graduation ceremony preparations.

Job Description

Job Responsibilities

Event Coordination - Coordinate and help oversee a comprehensive calendar of student wellness, academic support, professional development, and social events, working closely with the Student Services Team. Independently manage pre-event duties such as catering, supply orders, and space reservations, and help provide in-person event support. Help arrange speakers, recruit student volunteers, and schedule planning committee meetings for various schoolwide events.
Coordinate and Oversee Select Student Communications -Take a lead role in communications to students by independently curating an active Instagram account that promotes student events and deadlines at the School and elsewhere on campus; identifying and preparing content and announcements for the weekly student newsletter; developing flyers and other materials (such as in Canva) for event advertising.
Enrollment and Degree Verification - Produce enrollment and degree verification letters and related forms for current and former students. Oversee CPT and OPT tracking and approval for Weitzman international students.
Support Student Registration - Assist students from all degree programs with course registration processes and questions, including but not limited to adds, drops, waivers, independent study requests, and part-time enrollment. Identify issues/problems and seek solutions within the framework of established policies and procedures.
Manage Administrative Registration - By using Pennant systems, submit feeder files and utilize Self-Service Banner to administratively register students within parameters set by the OUR. Also use feeder files to update and maintain multiple advisor-type assignments for faculty and staff.
Coordinate and Oversee Student Academic Files - Create, maintain and archive student files. Working directly with admissions and academic department staff to create student files, merge department and central files, archive student files, maintain archive file lists, maintain archive file documentation and implement process improvements, where applicable.
Schedule Classrooms - Work directly with the academic departments and the Office of the University Registrar to schedule classroom requests across Weitzman's buildings for course offerings, lectures, and special events and independently utilize classroom scheduling software as required. Work collaboratively with the Office of the University Registrar and Classroom Technology Services to ensure all requests are met within a timely manner following established policies and procedures. Independently resolve problems with room scheduling utilizing available resources and historical data. Maintain documentation for classroom scheduling process and implement improvements, where applicable.
General Analytical and Administrative Support - Provide a high level of administrative support to the Office of Student Services and the Vice Dean. This includes assisting with maintaining academic and work calendars on internal and public-facing websites; creating and managing surveys in Qualtrics or other survey software; running reports and analyzing data, and supporting the Curriculum Committee and other internal working groups (such as the Registrar/Coordinators monthly meetings), greet visitors as they enter the administrative suite and serve as the first point of contact for addressing questions and concerns, order office supplies and respond to email and phone messages.
Weitzman Graduation Awards Coordination - Coordinate the administration of Weitzman Graduation Awards, including maintaining award descriptions, printing award certificates, assisting with the program booklet, and updating student records to reflect awards.
Provide Academic Policy Guidance - In the absence of the Registrar, provide guidance for faculty and staff on course and student policies and procedures and systems. This includes but is not limited to Banner, Path@Penn, Courses@Penn, Advising@Penn, DegreeWorks)
Other duties and responsibilities as assigned

Qualifications

Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience is required. Ability to multi-task, attention to details, the ability to communicate and work with a diverse body of faculty, students, and staff.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Design

Pay Range
$23.80 - $31.50 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be 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

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Meyerson-Hall/Student-Services-Coordinator--Weitzman-School_JR00114180