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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.
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Job Description Summary
The position provides high-level administrative support and project management to the Boettner Center. The incumbent will engage in a wide range of activities including budget management, administrative support, interaction with faculty, and staff on campus and at events. The position also interacts with senior administrators, prospects, donors, faculty, alumni, board members, and senior government and corporate executives. The position includes budget oversight of a wide variety of programs involving multiple travelers and currencies as well as preparing staff for domestic and international travel. The Administrative Coordinator interacts with important external constituents, and therefore must prioritize while delivering a very high level of service. Responsible for developing and maintaining communications, fielding inquiries, and guiding faculty through a variety of University policies, resources, and procedures. Primary responsibilities include: event coordination, manuscript editing and proofreading, liaising with publisher, website support, financial transactions, grants management, onboarding suppliers, communicating with external clients and partners, and other administrative duties.
Support the Executive Director and Associate Director in various tasks that support the Center. Primary responsibilities include: event coordination, manuscript editing and proofreading, liaising with publisher, website support, financial transactions, grants management, onboarding suppliers, communicating with external clients and partners, and other administrative duties.
Manuscript Proofreading & Editing: Work with the Center Director, Associate Director, conference paper authors, and publisher in our annual publications process. Collect conference papers from authors; proofread, edit, and format the papers into book chapters according to publisher standards; review and oversee approval of book contracts; proofread and approve galleys; and perform other related responsibilities. The Admin. Coordinator will manage all aspects of this process.
Event Coordination: Organize PRC events and annual conferences; reserving venues and hotel rooms; catering and audio-visual arrangements; communicating with speakers; sending and tracking invitations; posting conference papers on a secure website page; obtaining contracts for services; and other related responsibilities. Work with the Executive Director to finalize conference agenda and invite and confirm speakers, draft board meeting agendas, and take and distribute minutes.
Financial Duties: Assist the Associate Director with financial transactions as needed (as backup to the Admin. A) such as the Universityâ™s Purchasing Card and Meeting Card, Ben Deposits, BEN Buys, BEN Financials, BEN Reports, the Concur Travel System, onboarding suppliers, and reviewing contracts; assist the Associate Director with grants management including updating relevant documents and paying subcontractors. The incumbent should have knowledge of, or be willing to learn, relevant financial policies.
Communications, Technology & Website: Communicate with external vendors, donors, board members, and contacts. Manage the Centerâ™s website and internet presence. Responsibilities include utilizing WordPress to update the website content for conference papers, working papers, book chapters, news, blog posts, and videos.
Bachelor's with, 1-3 years of related experience or equivalent combination of education and experience. Experience within a College or University setting preferred.
Working Conditions Office, Library, Computer Room
Physical Effort Typically sitting at a desk or table
Job Location - City, State
Department / School
$20.00 - $36.00
Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Internal Number: JR00001337
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.