"Administrative Coordinator, Penn Women's 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, Penn Women's Center

Job Profile Title

Financial Administrative Coordinator

Job Description Summary

The Administrative & Financial Coordinator supports the daily operations of the Penn Women's Center (PWC) by managing financial processes, supervising student staff, coordinating facilities and space use, and supporting Center programs and services. The role plays a key part in fostering an inclusive, welcoming environment for a diverse student population and ensuring operational efficiency across PWC's activities.

Job Description

Job Responsibilities

• Financial Oversight: Manage all financial transactions for PWC, including purchasing, reimbursements, travel (Concur), purchasing card, journal entries, honoraria, and event payments. Liaise with the business office to ensure compliance with university policies.
• Student Worker Supervision: Recruit, hire, train, and supervise work-study and student staff. Manage payroll and provide day-to-day guidance to support effective execution of roles.
• Facilities and Operations Management: Oversee daily facilities operations and liaise with Housekeeping, Facilities Services, Public Safety, and vendors. Manage maintenance, technology issues, supplies, and upkeep of indoor and outdoor spaces to ensure a functional, eco-friendly environment.
• Student Organization Financial Support: Support PWC-affiliated student groups with budget planning and financial oversight. Process payments to vendors and speakers, and assist with grant and funding applications. Maintain records and serve as a resource on university financial policies and procedures.
• Program Support and Reporting: Assist with logistics, financial processing, and coordination of PWC events and initiatives. Track data such as attendance, event counts, space usage, resource distribution, and mission alignment to support assessment and strategic planning.
• Welcoming Space and Services Coordination: Manage space reservations, lactation room use, and the pump-kit giveaway program. Ensure the space is accessible, welcoming, and aligned with PWC's mission. Maintain confidentiality per university policy and demonstrate cultural competence with diverse community members.
• Campus Engagement and Representation: Represent PWC at campus and community events, meetings, and collaborations. Manage general inquiries and provide tours to visitors.
• Other duties and responsibilities as assigned.

Qualifications

High School Grad/GE Degree and 5 to 7 years of experience or equivalent combination of education and experience is required. BA/BS preferred. Knowledge of the academic environment, particularly the University of Pennsylvania, is highly preferred. Demonstrated interest or knowledge of issues related to gender equity. Experience with Penn's financial systems (BEN, CONCUR etc.) preferred; strong knowledge of PC and Microsoft Office; knowledge of social media helpful; demonstrated strong interpersonal communication skills; excellent oral and written communications skills; excellent organizational skills; ability to work under pressure and manage competing priorities; ability to multi-task and meet deadlines; ability to work independently as well as collaboratively; ability to receive and maintain confidential information.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Student Services

Pay Range

$21.15 - $31.10 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

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

Details on health, life, flexible spending accounts, tuition, retirement, time away from work, long-term care insurance, wellness resources, professional development, university resources, discounts, flexible work hours, home ownership services, and adoption assistance.