Career Services Coordinator - Graduate and Professional School Advising Team

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

Career Services Coordinator - Graduate and Professional School Advising Team

Job Profile Title

Administrative Coordinator

Job Description Summary

University of Pennsylvania Career Services, positioned within the division of University Life, is seeking an Administrative Coordinator to support the pre-health and pre-law advising team. The Coordinator will primarily provide logistical support for the medical and dental school admissions process; manage events including information sessions, workshops, meetings, and career fairs; create and update online and printed resources; and gather and organize detailed information for database, application management system, and program assessment. Career Services is an office at the nexus of Penn students, alumni, employers/graduate programs, and campus partners, and provides an engaging environment for an Administrative Coordinator to apply skills in effective communication, information management, and program and event planning.

Job Description

Job Responsibilities

• Create and maintain large database of 350+ applicants to medical/dental school and manage supporting documents in Canvas and Box. 
• Review letters of recommendation for medical/dental school submitted online and coordinate corrections. 
• Manage multiple schedules for daily appointments, weekly meetings, workshops and programs, and online and on-campus events, including room reservations and Zoom set up. 
• Respond to student and alumni questions via email, phone, Handshake and Canvas. 
• Keep resources such as web pages, Canvas courses, and print materials up to date and develop new resources as needed. 
• Gather qualitative and quantitative data for team and Career Services First Destination Survey. 
• Provide coverage as needed for the main Career Services reception area, support one career fair each semester, and assist with office events as needed. 
• Create reports for program assessment. 
• Other duties and responsibilities as assigned

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required (Bachelor's degree with 1-2 years of experience preferred).
• Success in this role requires keen attention to detail, organizational excellence, and ability to prioritize multiple tasks.
• Exceptional ability to calmly and professionally execute tasks in a fast-paced environment with frequent interruptions and firm deadlines.
• Excellent organizational skills including previous experience with small- and large-scale event planning.
• Ability to adapt to different workstyles, learn new information quickly, and take initiative in problem-solving.
• Work successfully both independently and as an integral member of a team.
• Strong writing, proofreading, and professional communication skills.
• Preferred candidates will have demonstrated cultural competencies and communication skills necessary to address a wide variety of questions from a varied and sophisticated audience including students, faculty, and campus colleagues.
• Previous experience using Microsoft Office (Excel, Word, PowerPoint, Outlook) necessary; experience with design software such as Adobe Creative Suite or Canva preferred; willingness to learn and adapt to new technologies.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Student Services

Pay Range

$21.52 - $27.93 Hourly 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: 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.

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