Administrative Coordinator for the Sr. V.P. Office

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. 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.