"Operations Coordinator, The McGraw Center and Executive Format Programs, Penn GSE"

Job Description Summary

The McGraw Center for Educational Leadership and the Executive Format Degree Programs at Penn GSE are seeking an Operations Coordinator who will provide executive level administrative support to two senior leaders and their reporting departments. Responsibilities include complex scheduling, overall administrative support, budget management, data collection and analysis, and event planning. The Operations Coordinator will be under dual supervision of the Executive Director for The McGraw Center for Educational Leadership, Dr. John Silvanus Wilson, and the Vice Dean for Executive Format Programs, Dr. Laurie A. Hall.

The Operations Coordinator appropriately directs and/or responds to inquiries and communicates on behalf of the Executive Director and Vice Dean. The ability to balance multiple priorities, handle confidential, highly sensitive information, and manage administrative projects, is essential in this position. The tasks performed by this position require attention to detail and the ability to manage multiple tasks. As the role evolves, the Operations Coordinator will also explore creative ways to run programs and improve existing processes.

About the Offices

The McGraw Center for Educational Leadership is developing a global community of learning leaders across all educational sectors, advancing how we anticipate, plan, and focus our practices to meet today's and future challenges. In partnership with Penn GSE's global network of leaders in higher education, corporate learning, and pre-K-12 schools, the McGraw Center for Educational Leadership is developing the tools, insights, and strategies to drive measurable improvements in the organizations you serve.

The Executive Format Program Vice Dean oversees 8 academic programs which comprise 40% of the student population at Penn GSE. The programs include: Doctorate in Higher Education Management Ed.D.; Mid-Career Doctoral Program in Educational Leadership Ed.D.; Chief Learning Officer Ed.D.; School Leadership M.S.Ed. and Principal Certification; Medical Education, M.S.Ed.; Education Entrepreneurship M.S.Ed.; School and Mental Health Counseling, M.S.Ed; and Global Higher Education Management.

This position is ideal for someone who learns quickly, is a self-starter, and has a proven track record of working proactively and independently as well as collaboratively. Occasional nights and weekends are required.

Key Responsibilities

• Administrative support for The McGraw Center: Manage short-and-long-term calendar planning, exercising considerable judgement about multiple demands. This includes calendaring, scheduling, drafting and sending email communications, agenda preparation, meeting set-up, notetaking, mailing, photocopying, printing, managing spreadsheets, uploading materials, and answering inquiries with accuracy; Manage travel logistics, including complex domestic travel plans, itineraries, and agendas.
• Administrative support for Executive Format Programs: Manage short-and-long-term calendar planning, exercising considerable judgement about multiple demands. This includes calendaring, scheduling, drafting and sending email communications, agenda preparation, meeting set up, notetaking, mailing, photocopying, printing, managing spreadsheets, uploading materials, and answering inquiries with accuracy; Manage travel logistics, including complex domestic travel plans, itineraries, and agendas.
• Event planning for The McGraw Center: Manage event planning processes for The McGraw Center, including reserving space, ordering catering, purchasing supplies, coordinating meeting set up with Facilities and technology needs with IT, organizing presentation materials, organizing registration, maintaining invitee lists, communicating with registrants and speakers, and creating fliers; Serve as event support when needed.
• Budget management for The McGraw Center and Executive Format Programs: Submit & reconcile purchases and reimbursements promptly on Concur; Submit purchase orders; Track department budget, log expenses, and provide regular budget updates to the HR team; Order items as needed; Assist in facilitating independent service provider agreements; Communicate frequently with the Business Office and vendors.
• Data collection and analysis for Executive Format Programs: Collect data on programs, consolidate data, and analyze data; Ensure data stays up-to-date; Report data to the Vice Dean.
• Additional duties as assigned.

Qualifications

ESSENTIAL:

• A Bachelor's degree and 1-2 years of experience, or equivalent combination of education and experience.
• An eagerness to learn about the respective departments and to immerse themselves into a fast-paced, evolving role.
• Experience communicating with distinct populations across multiple departments and organizations, including current and prospective students, faculty, alumni, and donors.
• Strong familiarity & savvy working with Microsoft Outlook, Excel, Word, PowerPoint, and Workday.
• A proven track record of communicating effectively.

PREFERRED:

• At least three years of experience working in an executive assistant or high-level administrative capacity.
• Experience working in the education or non-profit sectors.
• Experience using task management platforms.
• Experience using purchasing and expensing platforms like Concur.

All applicants must submit a cover letter with their resume detailing their interest in the position.

Expected Base Salary:

$60,000, commensurate with experience.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

Pay Range

$49,500.00 - $62,000.00 Annual Rate