Job Description Summary

Provides administrative, operational, and project support to a department, school, or center. Engages in a wide range of activities which may include travel coordination, scheduling meetings and conferences, data entry and analysis, reporting, event planning, budget tracking, and office operations.

Job Description

• Event & Program Coordination: Lead logistics for large-scale meetings, annual seminars and conferences, and cross-departmental initiatives, overseeing scheduling, developing PowerPoint presentations, and designing informational materials to support effective communication and execution (20%)
• Guest Speakers/Visitors: Manage end-to-end travel arrangements for seminar speakers and visiting guests, including accommodations, itineraries, reimbursements, invoice processing, and new supplier setup in Penn Marketplace. (20%)
• Financial support: Process invoices, purchase orders, and expense reports with a high level of accuracy and attention to detail. Assist with budget tracking and basic financial reporting to support departmental operations. Maintain organized and up-to-date administrative and financial records. Prepare and review monthly financial reports, providing insights to support the Business Administrator in financial planning and operational decision-making (10%)
• Administrative Support: Provide comprehensive administrative support to faculty, staff, and departmental leadership in a fast-paced environment. Manage calendars, schedule meetings, and coordinate logistics to ensure efficient daily operations. Partner with the Business Administrator to prepare and process international visa documentation, maintaining accuracy and compliance while meeting strict deadlines for faculty and visiting scholars.(15%)
• Office & Department Operations: Serve as a point of contact for students, faculty, and external stakeholders, responding to inquiries and providing information. Coordinate daily office management functions, including monitoring and maintaining office supply inventory, arranging equipment maintenance, and managing shared spaces for faculty, students, and visitors. Ensure the office environment runs smoothly and supports day-to-day departmental needs. (10%)
• Academic Coordination: Coordinate key course support functions, including producing and distributing course materials, generating class rosters, and organizing seating arrangements to ensure smooth classroom operation (10%)
• Customer Service & Communication: Serve as a primary point of contact for students, faculty, and external stakeholders, delivering accurate and timely information. Maintain a professional, approachable presence while managing inquiries, resolving issues, and ensuring clear, effective communication across all interactions. (10%)
• Additional Duties as Assigned (5%)

Minimum Qualifications

High school diploma or equivalent and 5-7 years of related administrative, office, or coordinator experience, or an equivalent combination of education and experience. Experience should include calendar management, meeting coordination, office support, communication with internal and external stakeholders, recordkeeping, and proficiency with standard office software

Preferred Qualifications

Bachelor's or Associate degree preferred. Experience working in a higher education, academic, or nonprofit environment is preferred. Strong organizational, written and verbal communication, customer service, and problem-solving skills are also preferred. Experience with university systems, purchasing, travel coordination, event planning, budget tracking, or student/faculty support is a plus.