"Administrative Coordinator, Field Center"

Administrative Coordinator, Field Center

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, Field Center

Job Profile Title

Administrative Coordinator

Job Description Summary

The Administrative Coordinator provides administrative support to the Field Center for Children's Policy, Practice & Research, a collaboration of the Schools of Social Policy & Practice, Law, Medicine, and Nursing, and the Children’s Hospital of Philadelphia, focused on improvement of the child welfare system. Responsibilities include primary support for Field Center events including professional conferences, training and symposia, publishing and distributing the Field Center’s newsletter(s) and podcasts, maintaining website, providing assistance in fundraising efforts, supporting the Center research, taking and distributing minutes, and supporting the center staff, students, faculty and board.

Position is contingent on availability of allocated funds

* All SP2 staff are required to participate in convocation and graduation ceremonies as needed.

Job Description

Job Responsibilities

• Coordinate and plan logistics of Field Center events, and activities including conferences, fundraising events, symposia, board meetings and new activities as they arise, including serving in the role of Conference Manager for the Field Center's professional conferences, training and symposia.
• The Administrative Coordinator will coordinate Field Center communications, including publishing newsletter, maintaining websites and podcast platforms, developing and maintaining mailing lists for specific subgroups and topics within child welfare, taking and distributing minutes for various Field Center meetings and projects, and process mailings.
• Provide administrative support for projects and initiatives including scheduling and organizing meetings and calls with external colleagues and partners on various Field Center projects, designing and producing materials, tracking expenses, processing honoraria and research subject payments, inputting data and coordinating documentation for ongoing Field Center grants as needed.
• Coordinate functioning of office, including maintaining supplies, purchasing office and program supplies and food for meetings and center activities via ProCard, processing payments, scheduling and staffing Field Center and School of Social Policy and Practice meetings and conference calls, identifying and working with vendors.
• Provide primary administrative support for Managing Faculty Director including scheduling meetings with external contacts, serving as the first point of contact for inquiries to the Field Center, triaging media.
• Provides administrative support to all center staff in fundraising and grant writing efforts through the assistance with preparation of appeal letter mailings, data tracking, and facilitation of thank you and acknowledgement letters under the direction of the Managing Faculty Director and data collection as assigned for grant writing efforts.
• Provide support to students, staff, faculty, fellows, and Advisory Board including assuring that center personnel have needed office and program supplies, facilitate use of technology for conference calls and remote access (e.g., Zoom) for meetings, and be responsible for maintaining needs of the facility and its equipment.
• Conduct ongoing professional development in child welfare, share news and academic publications with Field Center team, maintain subscriptions to professional listservs and other publications, attend child welfare conferences and events to stay abreast of best practices and trends in the field.
• Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. A bachelor's degree and 5-7 years of relevant professional experience, or an equivalent combination of education and experience, is preferred.
• The role requires demonstrated progressive responsibility throughout previous positions. The ideal candidate will exhibit strong organizational, communication, and interpersonal skills.
• Experience in event planning is required. Knowledge of WordPress and Adobe InDesign, along with experience creating print and digital materials, is strongly preferred.
• The successful candidate must be able to work independently with minimal supervision, as well as collaboratively within a diverse community of faculty, staff, and students.
• Occasional work outside of standard business hours (9:00 a.m.-5:00 p.m.) should be expected.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Social Policy and Practice

Pay Range

$21.15 - $28.00 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.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/3815-Walnut-Soc-Pol--Research/Administrative-Coordinator--Field-Center_JR00115228