"Program Coordinator, Penn Learning Network, Penn GSE"

Job Details

Program Coordinator, Penn Learning Network, Penn GSE

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 Program Coordinator, Penn Learning Network, Penn GSE Job Profile Title Coordinator B 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.

Job Description 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. The upload section allows for multiple uploads.*

Expected Base Salary: $57,000 - $60,000, commensurate with experience. Job Location - City, State Philadelphia, Pennsylvania Department / School Graduate School of Education Pay Range $55,000.00 - $60,000.00 Annual 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: ...

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

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