"House Coordinator"

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.

Job Description Summary

Under limited supervision, the House Coordinator (Administrative Assistant B) supports the House Director in all administrative functions of the College House. Includes financial processing and record keeping; supporting student workers, Resident advisors (RAs) and residential faculty; supporting RA selection-related activities and student worker hiring processes; facilitating communications and supporting aspects of residential life according to the goals of the College House. Provides assistance to CHAS central and other House Offices as needed.

Job Responsibilities

• Process Ben Financial entries, place purchase orders, and assist in all financial paperwork/processes, including the use of the Supplier Portal and Concur Travel and Expense system. Assist House Director in overseeing student payroll processes, Student Program Card accounts, and express shipping. Provides oversight of additional financial transactions/responsibilities under the direction of the House Director.
• Provide other administrative support to the House Director, such as management of the House Director's calendar; assistance with event logistics (catering arrangements /space reservations); document preparation; oversight of space usage/reservation system; and give support to other senior staff as needed. Provide back-up support to other House offices during off-peak periods. Assist with CHAS central administrative projects such as RA training and other programs.
• Execute administrative projects such as RA move-in/training/transitions, house events, scheduling advisees' appointments for the House Director, and other projects as directed by CHAS and the House Director.
• Coordinate House communications, which includes communications within the house, between CHAS central and the house, and other campus offices. Manage maintenance of the House website, calendar, listservs, bulletin boards, etc., as well as coordinate the publicity of house-wide events.
• Administer and provide support, as directed by the House Director and CHAS, for RA selection and student worker/managers processes. Utilize Workday for hiring and onboarding of student workers, and the CHAS RA hiring app for the RA selection process.
• Manage College House Office, including office equipment and supplies; assist with indirect supervision of student office staff; provide general assistance to RA teams and manager staff.
• Collaborate with the Residential Services Manager and Building Administrator to arrange and coordinate space/guest access; report facilities concerns; address special security needs; and refer residents to the RSM/BA for any facilities issues. Relay RHS information in House communication as appropriate (i.e. move-in, room selection, break processes).
• May be required on occasion to run errands, carry packages, or lift boxes weighing 25 lbs. or less.

Qualifications

• A High School Diploma or GED is required, and 3 to 5 years of experience or equivalent combination of education and experience (preferably in a University setting). Bachelor's Degree preferred.
• Strong oral and written communication skills; must have excellent proofreading/grammatical skills.
• Attention to detail and an ability to keep detailed records.
• Strong organizational skills and an ability to work on several projects at once, prioritize assignments, work independently, and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), experience with email programs such as Outlook; knowledge of editing and or producing documents on the World Wide Web is highly desirable.
• Sound professional judgment and the ability to exercise discretion in working with confidential or sensitive matters are a must.
• Ability to work effectively with diverse groups and individuals from all levels of the University.
• Knowledge of the University's financial systems is desirable.
• Ability to lift 25 pounds or less. Some evening and weekend hours may be required.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

College Houses and Academic Services

Pay Range

$18.99 - $26.00 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.