Administrative Coordinator

Administrative Coordinator

Job Description Summary

Reports to: Associate Director for Operations

The Administrative Coordinator plays a critical role in supporting the daily functioning of the Graduate Student Center and its activities and fostering a vibrant, welcoming space for all graduate and professional students at Penn. This position provides essential personnel staffing for the Graduate Student Center first floor information desk and Family Center visitor desk. As the first point of contact for many visitors, the Administrative Coordinator sets the tone for a positive experience by providing attentive, informed service in a bustling student center space.

Reporting to the Associate Director for Operations, this position supports the daily operations of the Grad Center's main floor student spaces, including the student lounge and coffee/tea bar. This includes monitoring space use, managing ticketing and equipment rentals, and assisting with other activities within the space as needed. The Administrative Coordinator is cross-trained and scheduled to staff the Family Center visitor desk, as needed and appropriate based on staff and student availability.

This position also supports the administrative and operational functions of the Grad Center more broadly, including scheduling team meetings, website and event management system maintenance, and administrative support for special projects and initiatives on an as needed basis. The Administrative Coordinator helps to foster and maintain a good working relationship with internal and external teams.

Job Responsibilities

• Student Services. Professionally greet students and visitors as they arrive in the Graduate Student Center and serve as the first point of contact for addressing questions and concerns. Provide accurate and timely information in response to inquiries via phone, email, and in-person visitors.
• Space and operations management. Supports daily operations of Grad Center student spaces. Monitor and restock coffee bar as needed. Manage technology lending library and assist with distributions or ticketed/paid activities. Identify and report any issues related to facilities, inventory, or other space needs to the Associate Director for Operations.
• Administrative support. Provides general administrative support to staff and visitors, including: scheduling team meetings, website maintenance, and assisting with assessment and reporting. Assists with maintaining up-to-date information in event management and administrative systems.
• Training. Work closely with Associate Director for Operations to support student workers on aspects of staffing the center and providing high-quality customer service and resource referrals.
• Supporting special initiatives. Provide high-level of administrative support to the Center and Executive Director for special projects and initiatives, including coordinating committee logistics, annual reporting, etc.
• Other duties and responsibilities as assigned.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required. Bachelor's degree preferred.
• Prior experience in an administrative, operations, or front-facing service role, preferably within a higher education, student services, or community-focused environment.
• Demonstrated ability to provide high-quality customer service in a busy, public-facing setting and to manage multiple priorities with professionalism and attention to detail.
• Strong organizational and communication skills, with experience coordinating schedules, supporting events or shared spaces, and maintaining administrative systems.
• Proficiency with office productivity tools and the ability to learn University systems such as event management platforms, websites, and scheduling tools.
• Experience working collaboratively across teams and with diverse populations, including students, families, and external partners, is strongly preferred.
• Familiarity with university policies, student support services, or family-focused resources is a plus.

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

Provost's Center

Pay Range

$18.99 - $25.00 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.