Job Details

Administrative Coordinator for the Sr. V.P. Office

Position Number: 6914877
Location: Philadelphia, PA
Position Type: Executive Assistants

Administrative Coordinator for the Sr. V.P. Office

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
Administrative Coordinator for the Sr. V.P. Office

Job Profile Title
Administrative Coordinator

Job Description Summary
The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations, and Maintenance.

The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/

Job Description

Provide high-level administrative support to the Office of the Senior Vice President of Facilities and Real Estate Services. In collaboration with the Chief of Staff and Executive Assistant, manage the SVP's calendar by scheduling internal meetings, monitoring recurring meeting requests, and coordinating invitation-based special events and sponsorship communications. Obtain and organize documents, reports, and mail for the SVP. In collaboration with the Executive Assistant, maintain general and sensitive files. Be a liaison and representative of the SVP's Office by screening telephone calls and providing department-wide correspondence. Provide back-up support, as needed, for the Executive Assistant.

Job Responsibilities

Review and respond to scheduling requests for recurring (per meeting matrix) and one-time internal department meetings (examples: 1:1 Direct Reports, Staff Meetings, Prep Meetings, Quarterly FRES Customer Meetings, etc.) Confirm meeting within three business days of the request, unless requested otherwise. Forward all high-level, external meeting requests to the Executive Assistant for follow-up, unless otherwise assigned. Maintain a base knowledge of all calendared confirmations for the SVP at all times. Prioritize multiple concurrent requests and tasks. Resource and maintain accurate information for the Senior Vice President's contacts. Receive, review, prioritize, and coordinate the SVP's attendance for special events, including sponsorship and additional attendees. Work with Communications team to deliver sponsorship related materials.

Coordinate logistics, including catering and AV needs, for meetings when needed. Request meeting materials 72 hours in advance of meetings, upload materials within the calendar invite, and coordinate with the Executive Assistant for the SVP's folder system. Distribute updates to attendees and assistants.

Act as a department representative of the SVP's Office to internal and external constituents. Receive incoming communications and screen phone calls; sort, prioritize, and route to appropriate staff for resolution. Exercise judgement and confidentiality while completing tasks and correspondences.

Assist with preparation and distribution of internal department correspondence. Work proficiently with all MS Office products including Word, Excel, PowerPoint, and Outlook.

Maintain the electric filing systems put in place by the Executive Assistant. Maintain and purchase an adequate inventory of office supplies for the SVP Office.

Work collaboratively with the other Admins in FRES division when scheduling/rescheduling meetings with the Executive Team and Directors. Attend weekly coordination meeting with SVP, Executive Assistant, Chief of Staff, and Director of Communications. Attend Administrative Team Meetings.

Perform additional varied administrative duties as assigned including, but not limited to: A) assume responsibilities of the Executive Assistant when he/she is out of the office B) complete timecards, as needed C) assist the Executive Assistant with coordination of special projects and events D) cover the front desk on an as needed basis.

Perform additional duties as assigned

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Facilities and Real Estate Services

Pay Range
$21.15 - $33.89 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/Left-Bank-Facilites--Real-Estate-Services/Administrative-Coordinator-for-the-Sr-VP-Office_JR00116796