"Administrative Coordinator - Mechanical Engineering and Applied Mechanics - Penn Engineering"

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 - Mechanical Engineering and Applied Mechanics - 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 Coordinator is an integral member of the Mechanical Engineering and Applied Mechanics (MEAM) office team. The coordinator is responsible for placing all department orders and monitoring office and kitchen supplies, as well as managing the mail for the department. This entails package intake - emailing and supervising, taking outgoing mail to the copy center daily, signing for incoming mail, distributing mail, and shipping UPS/FedEx packages. The position will provide administrative support to faculty including assisting with travel arrangements, and travel reimbursements, help with paperwork, preparation of course materials, copying, and scanning. The coordinator will greet visitors, assist with phone calls, and serve as the manager of MEAM department keys to offices and labs. The coordinator will manage and execute all department events, including but not limited to MEAM Advisory Board meetings, MEAM Picnic, MEAM holiday party, graduate and undergraduate recruiting and networking for students. Handle all event operations (reserving rooms, ordering catering), and collect feedback to continuously improve events, procedures and outcomes.

Job Description

Job Responsibilities

• Serve as the first point of contact visitors and students have with MEAM; greet guests, assist students, and attend to the needs of the office. Place all department orders; monitor and order office and kitchen supplies as needed; manage the department mail by distributing mail, signing for incoming mail and shipping packages via UPS/FedEx. Assist with phone calls, room reservations and manage the MEAM department keys to offices and labs.
• Manage and execute all department events, including but not limited to MEAM Advisory Board meetings, MEAM Picnic, MEAM holiday party, MEAM graduate and undergraduate recruiting and networking events for students. Handle all event operations (reserving rooms, arranging for catering), oversee event set-up and break down, and collect feedback from faculty to continually improve events, procedures and outcomes.
• Provide faculty support by assisting with travel arrangements and reimbursements, course material preparation, copying, scanning, and assisting with ordering.
• Assist the Academic and Program Coordinators by preparing and processing the payroll authorization paperwork for students in course support positions i.e, TAs and graders with PEFS.

Qualifications
Bachelor's degree and one - three years of related experience, preferably in a college or university setting, or an equivalent combination of education and experience. Demonstrated excellent interpersonal, verbal and written communication, and organizational skills.