"Administrative Coordinator, Wharton MBA Program Office"

Job Description Summary

Wharton School Overview
Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

Reporting to the Senior Director of Strategic Initiatives and Communications in the MBA Program office, the Administrative Coordinator serves as a key support staff member to the Vice Deans, Deputy Vice Dean, Senior Director and Senior Associate Director of MBA Co-Curricular programs.

Job Description

Responsibilities:

Reporting to the Senior Director of Strategic Initiatives and Communications in the MBA Program office, the Administrative Coordinator serves as a key support staff member to the Vice Deans, Deputy Vice Dean, Senior Director and Senior Associate Director of MBA Co-Curricular programs. S/he responsible for providing administrative and logistical support for all Global Co-Curricular Programs, including International Exchange, which entails spearheading all incoming communications to/from exchange students, enrolling them in technological platforms needed to participate in the MBA curriculum, and planning the in person orientation sessions. Additionally, this role will also assist the Global Immersion Program by supporting the application process in TerraDotta, making program development recommendations, as well as seeking and negotiating contracts with international vendors.

Another key aspect of the Administrative Coordinator role is to serve as one of two key event planning leads within the Office of the Vice Dean for the MBA Program. The coordinator is responsible for venue research, reservation and onsite management related to the Academic Honors Reception, Student Leadership Reception, the MBA Program holiday party, Divisional Staff Meetings and Impact Community events. S/he is also tasked with all vendor outreach and communications related to catering, audio visual, swag, and other event related items.

Additional day-to-day responsibilities include acting as the first point of contact for all MBA students, faculty, staff, and alumni; the coordinator manages the front desk operations within the Office of the Vice Dean and is responsible for setting the tone of all interactions with the stakeholders mentioned above. They are responsible for responding to all inquiries - in-person, by phone or by email - and ensure that stakeholders receive the correct information related to academic affairs, student records, accommodations, or other department initiatives. The Administrative Coordinator also manages the check-in process for daily Walk-In advising hour appointments. Finally, they are responsible for maintaining office supply inventory for the office and all staff members.

Qualifications:

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. Candidates must have demonstrated customer-service orientation, including the ability to set a positive tone as the first point of contact for a high-traffice office, in addition to strong organization skills, with the ability to handle multipe tasks, manage competing deadlines, and maintain exceptional attention to detail. Candidates should have comfort navigating, and learning new technology platforms, including student information systems, CRM tools, and application portals (e.g. TerraDotta). Experience with event planning, including venue research, vendor coordination, onsite event management, and logistics support is a plus, but not required. Strong interpersonal skills, including cultural awareness when working with international exchange students and global program partners is essential.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$21.15 - $26.15 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.