"Program Coordinator, Penn Learning Network, Penn GSE"

Job Description Summary

The Program Coordinator serves as a key member of the Penn Learning Network (PLN) team at the University of Pennsylvania Graduate School of Education (Penn GSE). This position manages the planning, coordination, and execution of professional learning programs and events across multiple sites and national partners. The Program Coordinator works closely with the Executive Director, Associate Director, and instructional teams to ensure seamless program implementation, data management, financial accuracy, and participant support. The Program Coordinator manages the systems and procedures that are core to the operations of the Penn Learning Network, including team coordination and meeting planning, student billing, purchasing, event planning, and instructor hiring and payroll. The Center Coordinator also serves as the main liaison between the Penn Learning Network and various other offices at Penn GSE, including Information Technology, Business, Communications, and Human Resources.

This role requires initiative, strong organizational and communication skills, and the ability to manage multiple projects in a fast-paced academic environment.

Key Responsibilities

Program and Event Coordination:

• Lead logistical planning and execution for in-person, virtual, and hybrid PLN programs, including summer institutes, professional development sessions, and large-scale district events.
• Fully manage, oversee, and run all registration processes, venue coordination, catering, travel, technology setup, and materials preparation.
• Serve as primary liaison with instructors and external partners to ensure timely communication, deliverables, and alignment with program goals.
• Manage evaluation tools (surveys, feedback forms, participant data) and prepare post-event summaries.
• Plan events and manage logistical needs for in-person and virtual events, including travel, reservations, catering, technology, assisting instructors with preparation and distribution of course materials, creating and distributing event registration forms, and program evaluations.

Program Operations, Finance, and Compliance:

• Administer financial and operational processes related to program delivery, including budgeting, invoicing, and payroll for instructors and contractors.
• Reconcile and monitor program budgets; prepare purchase orders, invoices, and reimbursements in compliance with University financial policies.
• Manage Act 48/45 and Continuing Education credit documentation for all courses; track completion, report compliance, and maintain certification records.
• Coordinate with Penn GSE finance, HR, and registrar offices to ensure accuracy and timeliness of all transactions and documentation.

Program Management and Administrative Leadership:

• Support strategic program planning by maintaining schedules, timelines, and project management tools for PLN initiatives.
• Supervise part-time staff or student workers as needed for event logistics, communications, and data entry.
• Manage PLN's learning management system (Canvas) updates, resource uploads, and course tracking.
• Serve as liaison between PLN instructors, GSE offices, and external partners to streamline operations and ensure quality control.

Communications and Participant Engagement:

• Manage the PLN Professional Learning inbox and act as primary contact for participant inquiries and communications.
• Draft and distribute communications such as course announcements, newsletters, and event updates.
• Coordinate digital certificate generation and distribution.
• Support marketing and recruitment efforts by maintaining mailing lists, registration links, and promotional materials in collaboration with the Communications team.
• Collect and maintain accurate participant data for evaluation, grant reporting, and institutional recordkeeping.
• Generate summary reports on registration, attendance, and participant outcomes.
• Contribute to continuous improvement through analysis of feedback and program metrics.

Qualifications

ESSENTIAL:

• A Bachelor's degree and 2-3 years of experience in program coordination, higher education administration, event planning, or related field; or an equivalent combination of education and experience.
• Demonstrated ability to manage complex projects and competing priorities in a fast-paced, collaborative environment.
• Excellent organizational, communication, and problem-solving skills with a proven ability to take initiative and work both independently and as part of a team.
• Strong attention to detail and ability to anticipate logistical and operational needs.
• Proficiency with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), Zoom, and familiarity with database management and project tracking tools.

PREFERRED:

• Three to five years of experience.
• Experience with financial administration (budget tracking, payroll coordination, purchasing, and reimbursement systems).
• Experience coordinating large-scale or multi-site educational programs or professional development events.
• Familiarity with University systems such as Concur, Workday, BEN Financials, and QlikView.
• Experience with learning management systems (Canvas) and digital content tools (e.g., Canva, Adobe Premiere, Qualtrics, or similar).
• Understanding of Act 48/45 or continuing education credit systems.

All applicants must submit a cover letter along with their resume/CV.

Expected Base Salary

$57,000 - $60,000, commensurate with experience.

Pay Range

$55,000.00 - $60,000.00 Annual Rate

Job Location

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Graduate-School-of-Education/Program-Coordinator--Penn-Learning-Network--Penn-GSE_JR00114596