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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.

Posted Job Title

Administrative Coordinator (Temporary) Hybrid Eligible

Job Profile Title

Temporary Employee - Non-Exempt

Job Description Summary

Provide project and administrative support in the Office of Academic Affairs (OAA) assisting with the review of required documentation related to faculty and academic support staff search, recruitment, and academic review. Must be a detail-oriented thinker and communicator, be proficient in data entry and adept at working within online systems and maintain a high-level of accuracy. Works with confidential and data-sensitive information requiring discretion. Responsibilities may vary as department needs evolve..

Job Description

Provides support as needed to Faculty Search team

+ Review of ads and completed search forms for compliance

+ Access requests and other general communications

Assist Academic Review team

+ Review faculty dossier materials

+ Work w/department Faculty Coordinators and OAA staff to resolve and communicate issues

+ Move dossiers to next step in review

Support faculty employment actions

+ Review sabbatical leave submissions for completeness and verify faculty credit balances and usage.

+ Provide administrative support for faculty retirement tracking and Faculty Incentive Allowance Program (FIAP) documentation

+ Submit named professorship requests in Workday

Assist with review of position information for the Request to Recruit (RTR) process.

Provide basic administrative support and perform other duties as needed

Qualifications :

High School Diploma and 5-7 years of experience or an equivalent combination of education and experience required. Bachelor's degree preferred. Excellent computer skills are essential (Word, Excel, PowerPoint), with the ability to learn and master multiple administrative databases, programs and systems. Strong analytical, problem-solving, communication and organizational skills required. Must be detail-oriented. Ability to handle confidential or sensitive information in an appropriate and professional manner and to manage shifting priorities and multiple projects. Must be a team player with a collaborative working style. Experience within a College or University a plus.

Application Requirements

Please submit cover letter and resume to be considered for the position.

Working ConditionsOfficePhysical EffortTypically sitting at a desk or table

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$7.25 - $27.00 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 A background check 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 and Life: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare.

+ 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.

Please note that benefit eligibility is determined/based on ACA guidelines.

The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. 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.