Administrative Coordinator, Wharton San Francisco

Job Description Summary

The Administrative Coordinator assists the San Francisco first- and second-year Class Managers, the Wharton MBA for Executives Academics Coordinator (Registrar), and the Wharton San Francisco Operations team. The Coordinator provides administrative support in preparation for class weekends, including printing slides/handouts for faculty, and assigning offices to faculty and other staff spending time on SF campus. The Program Coordinator creates spreadsheets every term to send to campus partners for upload to Astra and MyWharton for all SF cohorts. The Coordinator supports all other programs offered on the Wharton San Francisco campus, such as Semester in San Francisco and Executive Education. This role operates on a non-traditional work schedule and requires some weekend and evening hours. Specifically, each cohort of WEMBA students in session every other Saturday, resulting in a class being in session most Saturdays during a calendar year and, occasionally, classes and events are held during the evenings.

Job Responsibilities

• Provide general administrative support to the WEMBA Registrar and both SF Class Managers in preparation for class weekends, as well as planning support throughout the term. This includes creating spreadsheets with term schedules for use by other departments (e.g. Events and IT) for upload into their systems. Prepare class materials for faculty (e.g. printouts), and monitor hotel lists. Answer student questions regarding weekend logistics. Fill in for Class Managers, when needed.
• Track, receive, and e-ship mailings for faculty, staff, and other WSF campus stakeholders. Work in conjunction with Program Coordinator in Philadelphia regarding administrative support of all cohorts, assuring that SF needs are being met.
• Support preparations for annual Marketing Week and Global cohort week hosted in SF, and SF-based Block Week courses.
• Help SF Class manager of graduating and incoming class with preparations for graduation and orientation.
• Prepare office assignments for faculty, TAs, and other visitor via Astra. Greet speakers and other guests on campus. Hand off list to front desk temps to prepare signs and badges. Arrange proctoring of exams (SF) for students with special accommodation and makeup exams.
• Coordinate with all WSF-related departments to ensure the smooth delivery of programs for their constituents and act as the on-site point of contact for programs/events, when needed.
• Work with the Events Team to manage multiple aspects of event logistical planning for programs and events including; pre-program coordination, catering, post-program close-out and on-site, active support of programs.
• Plan and provide logistical support for all WSF programs and events on campus, including Executive Education, Admissions, and Venture Lab.
• Serve in front desk rotation as needed to support classes and events.
• Non-standard hours such as late evenings, weekends, and holidays will be required.

Qualifications

• A high school diploma and 5 years of experience is required, or an equivalent combination of education and experience.
• This position requires strong written and verbal communication skills and the ability to effectively communicate with all levels of staff, faculty, administrators, and executive students.
• Must have a strong customer service orientation and the ability to exercise sound judgment while maintaining a high level of professionalism and confidentiality. The ability to juggle multiple tasks and to prioritize among deliverables while maintaining attention to detail is a must.
• Must possess the ability to work in a collaborative team environment with colleagues from multiple departments and campuses. Proficiency in Microsoft suite of products (Word, Excel, PPT, Outlook).
• Familiarity with University systems is a plus.
• Ability and willingness to work Saturdays, Sundays, and evenings on a regular basis.