Graduate Program and Administrative Coordinator - Materials Science and Engineering - Penn Engineering
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
Graduate Program and Administrative Coordinator - Materials Science and Engineering - Penn Engineering
Job Profile Title
Academic Coordinator
Job Description Summary
The Graduate Program and Administrative Coordinator in the Materials Science and Engineering department in Penn Engineering will serve as the lead staff person for the departmental graduate programs and is a core member of the departmental support team.
Reporting to the Director of Administrative and Academic Services, the Graduate Program and Administrative Coordinator will support the Graduate Group Chair, Director of the Master's Degree Program, and Ph.D. Admissions Chair by managing all graduate academic processes including admissions, graduate student procedures and processes as set by the University and Penn Engineering, advising students on curricula, and maintaining data. The coordinator will help to steward Ph.D. and master's students through the entire student lifecycle from admissions through to commencement. As a core member of the departmental support team, the coordinator will provide significant support for departmental needs and events.
Job Description
Job Responsibilities
Graduate Advising
• Oversee the entire graduate student lifecycle for both Ph.D. and master's students, from admissions to commencement, including advising students, monitoring student progress, and student communications.
• Provide comprehensive administrative support to the Graduate Group Chair, Director of the Master's Degree Program, and Ph.D. Admissions Chair.
• Serve as an advisor to the Ph.D. and Master's students, able to advise on high level issues in coordination with faculty graduate leadership, including oversight of students' academic plans in DegreeWorks.
• Manage shared graduate files and data, including for alumni, both within the department shared drive and University systems such as Curriculum Manager, Path@Penn, BP Logix, Slate, and DegreeWorks.
Graduate Coordination
• Organize all key graduate student events and activities including New Student Orientation, Master's welcome and commencement activities, Ph.D. student cohort meetings, Master's and Ph.D. info sessions, Ph.D. visit day, Ph.D. qualifying exams, and Ph.D. oral exams.
• Handle all TA appointments, working closely with Penn Engineering Financial Services (PEFS) Payroll to ensure accuracy and adherence to established policies.
• Manage the MSE Graduate Group including bylaws, appointments, membership, and communications.
• Serve as the liaison to the MatGO graduate student group.
Administrative Coordination
• Manage travel and reimbursements for departmental visitors.
• Assist in overall departmental support including greeting visitors and events support.
• Cross-train in general departmental administrative needs including supply ordering, seminar coordination, web management, and social media.
Qualifications
• Bachelor's degree and a minimum of two to three years of related experience or an equivalent combination of education and experience.
• Demonstrated exceptional technological savvy including extensive familiarity with Google and Microsoft products and mastery of data management, especially spreadsheets. Experience with Banner, Slate, BP Logix, reimbursement systems, and/or DegreeWorks a plus.
• Demonstrated excellent organizational, interpersonal, customer service, and oral and written communication skills. Problem solver able to take the initiative and anticipate student and faculty needs.
• Must be able to multitask while maintaining a high level of professionalism and attention to detail in a deadline-driven environment.
• Ability to interpret and apply institutional policies and procedures and communicate them effectively to students and faculty to ensure compliance.
• Demonstrated ability to maintain strict confidentiality of records and sensitive information.
• Experience with communications, social media, and web preferred. .Experience in advising or international affairs a plus.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Engineering and Applied Science
Pay Range
$21.52 - $32.00 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.
Equal Opportunity Statement
The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.
Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University Benefits
- Health, Life, and Flexible Spending Accounts: Penn
offers comprehensive medical, prescription, behavioral health,
dental, vision, and life insurance benefits to protect you and your
family's health and welfare. You can also use flexible spending
accounts to pay for eligible health care and dependent care
expenses with pre-tax dollars.
