Administrative Coordinator, University Life - Space & Events

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, University Life - Space & Events

Job Profile Title

Administrative Coordinator

Job Description Summary

Space & Events (ULSE) advances the educational mission of the University of Pennsylvania by providing equitable access to shared spaces, integrated event support services, and operational expertise that foster student engagement, learning, community building, and collaboration across the institution. As the University's centralized resource for space reservations, event planning and consultation, venue operations, and audiovisual services, ULSE helps schools, centers, institutes, administrative units, students, and campus partners navigate Penn's on- and near-campus space ecosystem while stewarding University Life-managed facilities and other supported campus spaces. Through a commitment to operational excellence, responsible stewardship of University resources, and customer service that is transformational rather than transactional, ULSE provides guidance on event planning, space utilization, University policies, accessibility, risk management, and operational support.

By coordinating services across administrative and academic partners, ULSE delivers safe, inclusive, and well-executed experiences that strengthen campus life, support the University's teaching and research missions, and advance institution-wide priorities. Within ULSE, the Administration and Finance Team provides financial stewardship, human resources, business operations, and administrative leadership that support the department's long-term sustainability and organizational effectiveness. Through responsible resource management and operational planning, the team enables the successful delivery of services across the department.

The Administrative Coordinator provides administrative coordination and organizational support for Space + Event Services. Reporting to the Manager, Business Administration, the position supports departmental administrative processes, information and records management, scheduling, documentation, communications, purchasing and business processing support, and recurring organizational workflows. The position also provides dedicated scheduling and calendar support to the Executive Director, helping coordinate priorities, meetings, and institutional relationships across a complex university environment.

Additionally, the coordinator implements the vision (set by the AD) for the office environment, manages tasks and communications, and assists the Business Manager with key functions. In this role the Coordinator handles incoming and outgoing emails, phone calls, and mail, plans and coordinates departmental and divisional meetings/gatherings, helps to implement office procedures to improve efficiency and service, orders office supplies, and manages organization of storage spaces. Must be comfortable interacting with customers, clients, vendors, and other internal and external community members, as well as have a good understanding of accounting principles and office management procedures as the role requires keeping track of office expenses and performing basic bookkeeping functions (prepares forecasts for office related spending, reporting on performance based on budget, and maintenance of complete and accurate accounting records).

Job Description

Job Responsibilities

• Coordinates recurring departmental administrative processes, meetings, correspondence, requests, and workflows. Tracks deadlines, approvals, follow-up activities, and administrative requirements to support timely and consistent departmental operations.

Administrative Coordinator, University Life - Space & Events

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, University Life - Space & Events

Job Profile Title

Administrative Coordinator

Job Description Summary

Space & Events (ULSE) advances the educational mission of the University of Pennsylvania by providing equitable access to shared spaces, integrated event support services, and operational expertise that foster student engagement, learning, community building, and collaboration across the institution. As the University's centralized resource for space reservations, event planning and consultation, venue operations, and audiovisual services, ULSE helps schools, centers, institutes, administrative units, students, and campus partners navigate Penn's on- and near-campus space ecosystem while stewarding University Life-managed facilities and other supported campus spaces. Through a commitment to operational excellence, responsible stewardship of University resources, and customer service that is transformational rather than transactional, ULSE provides guidance on event planning, space utilization, University policies, accessibility, risk management, and operational support.

By coordinating services across administrative and academic partners, ULSE delivers safe, inclusive, and well-executed experiences that strengthen campus life, support the University's teaching and research missions, and advance institution-wide priorities. Within ULSE, the Administration and Finance Team provides financial stewardship, human resources, business operations, and administrative leadership that support the department's long-term sustainability and organizational effectiveness. Through responsible resource management and operational planning, the team enables the successful delivery of services across the department.

The Administrative Coordinator provides administrative coordination and organizational support for Space + Event Services. Reporting to the Manager, Business Administration, the position supports departmental administrative processes, information and records management, scheduling, documentation, communications, purchasing and business processing support, and recurring organizational workflows. The position also provides dedicated scheduling and calendar support to the Executive Director, helping coordinate priorities, meetings, and institutional relationships across a complex university environment.

Additionally, the coordinator implements the vision (set by the AD) for the office environment, manages tasks and communications, and assists the Business Manager with key functions. In this role the Coordinator handles incoming and outgoing emails, phone calls, and mail, plans and coordinates departmental and divisional meetings/gatherings, helps to implement office procedures to improve efficiency and service, orders office supplies, and manages organization of storage spaces. Must be comfortable interacting with customers, clients, vendors, and other internal and external community members, as well as have a good understanding of accounting principles and office management procedures as the role requires keeping track of office expenses and performing basic bookkeeping functions (prepares forecasts for office related spending, reporting on performance based on budget, and maintenance of complete and accurate accounting records).

Job Description

Job Responsibilities

• Coordinates recurring departmental administrative processes, meetings, correspondence, requests, and workflows. Tracks deadlines, approvals, follow-up activities, and administrative requirements to support timely and consistent departmental operations.