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Administrative Coordinator, Hybrid Eligible

University of Pennsylvania
Pennsylvania, United States
Salary Not specified
Posted Date
Feb 3, 2023

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Position Type
Executive, Other Executive
Employment Level
Employment Type
Full Time

Administrative Coordinator, Hybrid Eligible

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Coordinator, Hybrid Eligible

Job Profile Title
Administrative Coordinator

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. The School offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinarily supportive academic community for its scholars and students alike.
The University of Pennsylvania Carey Law School Faculty Support staff play a critical role in providing a world-class educational environment, supporting our faculty in their teaching, scholarly, and community endeavors, working in a collaborative and ambitious environment.
Reporting to the Director of Faculty Support, the Administrative Coordinator effectively and efficiently completes a host of faculty projects.
The role is a full-time (35 hours/week with unpaid hour for lunch) position. The position is eligible for one day per week remote work.

Job Description

Responsibilities Include:

General Faculty Support
  • Represent the Faculty Support team to faculty members by creating a welcoming environment in the relevant offices; respond efficiently to all requests.
  • Complete a host of projects upon request including formatting and printing letters, including clerkship recommendation letters; converting documents; editing of manuscripts and letters; answer phones and respond as appropriate to requests.
  • Prepare course materials, including in PowerPoint and other visual approaches.
  • Assist with exam preparation, distribution, publication to faculty, etc.; manage exam word count processes.

Specialize in data management (excel and CRM knowledge), website management. Prepare qualtrics surveys. Manage calendars for faculty members. Complete committee work, manage subscriptions.

Data Management
  • Serve as the lead on all requests for managing and keeping data, via Excel and other software tools.
  • Manage the Faculty Support website; ensure it is current and works to provide information and support to faculty colleagues.
  • Prepare and implement Qualtrics surveys.
  • Manage all faculty member subscriptions.
  • Respond to other requests for basic software support from faculty.
  • Manage faculty requests for scanning and converting documents to digital format.

Material Preparation and Deliveries
  • Prepare printed materials for courses, board meetings, conferences, visitors, etc.
  • Compile binders with title pages, tabs, etc.
  • Prepare any materials for express or regular mail.
  • Manage all deliveries to faculty offices and deliver materials around the Law School and around campus on request.

Faculty Office Needs
  • Ensure all faculty office requests are handled expeditiously, including by collaborating with ITS and Facilities on items such as repairs, hardware maintenance, paper supplies, etc. and by keeping offices stocked as needed.
  • Prepare all offices for arrival of new faculty and visitors.

Miscellaneous Duties
  • Handle special projects and assignments on an as-needed basis.
  • Serve as on-site back up for Faculty Support locations, providing presence and ease of communication to all faculty and staff on behalf of the Faculty Support team.

Other Duties as assigned


Five to seven years of increasing responsibility in a fast-paced, customer service oriented administrative environment required; high school degree required, college degree preferred. Excellent ability to prioritize work and to communicate well with a wide variety of constituents required. Experience with Microsoft tools, including data bases; experience with course management software (Canvas or others) and/or scanning software a plus. Ability and interest in professionally representing the Faculty Support to all constituents, in person and in writing. Must be able to demonstrate commitment to discretion and ability to wisely handle confidential material, as well as strong customer-service ethic and excellent attention to detail. Excellent verbal and written communication skills required. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.

Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School
Law School

Pay Range
$20.45 - $30.82
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit:

To apply, visit


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