Administrative Coordinator, Graduate Programs, College of Liberal and Professional Studies

Upenn

Today

Salary: $21 – $29
Location: 3440 Market Street, United States of America
Type: Full-time
Department: Administration
Experience: 5+ years
Education: Master
Source: Workday

Description

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

Administrative Coordinator, Graduate Programs, College of Liberal and Professional Studies

Job Profile Title

Administrative Coordinator

Job Description Summary

In collaboration with the College of Liberal and Professional Studies (LPS), the Administrative Coordinator provides administrative and operational support to the Master of Chemical Sciences (MCS), Applied Geosciences Program (AGEO), Master of Environmental Studies (MES), and other LPS programs as assigned based on enrollment trends, staffing needs, strategic priorities, and program growth.

The Administrative Coordinator serves as a primary point of contact for prospective students, applicants, current students, alumni, faculty, and program directors. The position supports enrollment and retention efforts, student communications, program operations, event planning, financial processing, reporting, and administrative workflow management. Responsibilities are distributed across assigned programs based on enrollment levels, operational needs, and strategic priorities. As enrollment patterns and program needs evolve, responsibilities may be reallocated among MCS, AGEO, MES, and other LPS programs to ensure effective support and operational efficiency.

Job Description

The College of Liberal and Professional Studies (LPS) is a division of the University of Pennsylvania's School of Arts & Sciences that provides high-quality academic and professional education for diverse student populations. LPS administers a portfolio of graduate and professional programs that support student success from recruitment through graduation and alumni engagement. This position provides administrative and operational support for the Master of Chemical Sciences (MCS), Applied Geosciences Program (AGEO), and Master of Environmental Studies (MES) and may support additional LPS programs as enrollment trends and operational needs require.

Responsibilities

Provide administrative, operational, and student services support
Manage communications with prospective, admitted, and current students
Coordinate inquiry management and enrollment-related activities
Maintain program communication platforms and calendars
Compile reports and student data
Prepare academic and program communications
Process financial transactions, reimbursements, and travel-related documentation
Coordinate program events, orientations, recruitment activities, and student engagement initiatives
Support registration, onboarding, and alumni outreach activities
Maintain records, operational procedures, and workflow documentation
Serve as a liaison with University offices to facilitate efficient program operations
Responsibilities may shift among assigned programs based on enrollment levels, operational needs, staffing resources, and strategic priorities

Qualifications

Required:

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. Bachelor's degree and 2 to 3 years of related administrative, student services, higher education, enrollment management, customer service, or program support experience, or an equivalent combination of education and experience is strongly preferred.
Excellent written, verbal, and interpersonal communication skills with the ability to interact effectively with prospective students, current students, faculty, staff, alumni, and external constituents.
Strong organizational and project management skills with demonstrated ability to prioritize competing demands, manage multiple assignments simultaneously, and meet deadlines with a high degree of accuracy and attention to detail.
Experience coordinating events, maintaining records, and managing administrative processes.
The ability to work on-campus at least 80% of the time.
Proficiency with Microsoft Office applications, particularly Word, Excel, PowerPoint, Outlook, and Teams.
Ability to analyze and compile data and generate reports.
Strong time management skills, including scheduling appointments, coordinating meetings, and maintaining calendars.
Proficiency in preparing and tracking purchase orders, processing vendor and contractor payments, and resolving payment issues in coordination with Accounts Payable.
Demonstrated initiative, sound judgment, and the ability to work both independently and collaboratively in a fast-paced environment.
Commitment to providing exceptional customer service and fostering a positive student experience.
Ability to work occasional evenings and weekends to support recruitment, orientation, and program events.

Preferred:

Experience working in higher education, graduate education, enrollment management, admissions, student services, or academic program administration.
Experience with systems such as Slate, Freshdesk, Canvas, Concur, CourseLeaf/Banner, or similar platforms.
Experience using AI-enabled tools and other technologies to improve workflow efficiency, support communications, enhance reporting processes, and streamline administrative operations.
Experience processing financial transactions, reimbursements, travel arrangements, and budget-related documentation.
Experience supporting communications initiatives, social media platforms, alumni engagement activities, and event planning.
Ability to adapt responsibilities across multiple academic programs in response to changing enrollment trends, operational priorities, and staffing needs.

*For consideration, please submit a cover letter as well as a resume in the CV section of your application. You can upload multiple documents to the "Resume/CV" section.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$21.52 - $29.00 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.

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

Skills

ExcelUnderwritingAccounts PayableCustomer ServiceProject Management