Job Details

Administrative and Programmatic Coordinator Chemical and Biomolecular Engineering - Penn Engineering
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Position Number: 6039751
Location: Philadelphia, PA
Position Type: Administrative Vice Presidents

Administrative and Programmatic Coordinator Chemical and Biomolecular Engineering - Penn Engineering

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 and Programmatic Coordinator - Chemical and Biomolecular Engineering - Penn Engineering

Job Profile Title
Administrative Coordinator

Job Description Summary
Penn Engineering's world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/

The Administrative and Programmatic Coordinator will provide essential support to the Chemical and Biomolecular Engineering (CBE) Department. This role is responsible for front desk operations, faculty and student support, event coordination, space management, and various administrative tasks contributing to the department's efficiency.

Job Description

Administrative Support:

Manage the department's front desk, ensuring smooth daily operations.
Maintain the Department Chair's calendar, schedule meetings, and coordinate travel and reimbursements for CBE faculty (Concur).
Provide administrative and academic coordination support to CBE faculty, associated faculty, students, and staff.
Escort visitors and seminar speakers as needed.
Draft, edit, and manage correspondence on behalf of the department.
Assist with onboarding new faculty, staff, postdocs, and visiting scholars.
Maintain departmental records, spreadsheets, and databases, ensuring accuracy and accessibility.
Request building access and manage departmental key distribution in collaboration with Engineering Operational Services (EOS).
Maintain inventory and order office supplies

Event Coordination:

Manage the CBE Events Calendar and track department events for the academic year.
Plan and execute student events, departmental dinners, and special engagements.
Coordinate logistics, including venue selection, catering, rentals, and room setups.
Organize guest lists and itineraries and provide on-site support from setup to breakdown.
Collaborate with SEAS Events and Operations to schedule space and support faculty event requests.
Assist Academic Coordinators with event planning and event staffing.

Communications & Outreach:

Manage the departmental newsletter, gather news, and draft content highlighting faculty, alumni, and student achievements.
Oversee fundraising campaigns and serve as the department's liaison for the Penn Green Team program.
Maintain the departmental inbox and handle mail/package deliveries.
Assist with social media and website updates.

Space & Resource Management:

Oversee office space assignments for faculty, students, and visiting scholars, maintaining detailed records of room allocations and access.
Manage department renovations and space planning efforts.
Update lab assignment lists twice per year and assist in securing office space for Teaching Assistants.
Review and approve space requests for CBE Conference rooms

Student Worker Support:

Supervise work-study students, providing training and monitoring daily responsibilities.
Process paperwork for hiring course support, i.e., Teaching Assistants & graders,
Collaborate with payroll and SEAS Space to facilitate onboarding and office hour locations.

Other:

Provide backup to other CBE Staff, as necessary
Perform related duties, as assigned

Qualifications

Bachelor's degree and 2-4 years of related experience, or an equivalent combination of education and experience.
Strong organizational skills, attention to detail, and excellent customer service abilities.
Prior experience in a university or academic setting preferred.
Proficiency in MS Office, Google Suite, MailChimp, and WordPress; experience with BenBuys, Concur, and other Penn systems is a plus.
Strong written and verbal communication skills.
Ability to prioritize tasks, manage multiple assignments, and work independently or collaboratively with minimal supervision.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Engineering and Applied Science

Pay Range
$20.45 - $30.00 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, as well as internal and market factors and

the pay range assigned to the job profile.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/SEAS-Chemical-Engineering/Administrative-and-Programmatic-Coordinator---Chemical-and-Biomolecular-Engineering---Penn-Engineering_JR00103737