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 IUR
Job Profile Title
Coordinator, Program
Job Description Summary
The Penn Institute for Urban Research (Penn IUR) is a campus-wide institute dedicated to fostering increased understanding of cities through an interdisciplinary approach to urban issues. The Program Coordinator works under the direction of the Managing Director to administer the day-to-day operations of Penn IUR. With limited supervision, the Program Coordinator is responsible for the in-house management of the Institute's finances, communications, event production and organization, and essential administrative functions.
Job Description
Job Responsibilities
Finance: Under direction of the Managing Director, maintain budgets; develop an understanding of the strategic financial goals of the organization and oversee grants and gifts through BEN financials according to the year's financial plan provided by the Managing Director on a quarterly basis update the financial plan under the direction of the Managing Director and translate into formats useful to the Budget Administrator; develop CREF systems; process payments and reimbursements; meet regularly with budgets administrators for account updates. Input all grant proposals into Penn ERA, the university's central grants management system.
Event Management: Under direction of the Managing Director and Co-Directors, manage conference and special event preparation and execution, including issuing speaker invitations, developing meeting materials, arranging travel and logistics for in-person events, arranging, and overseeing virtual events, promoting events and building audiences, arranging for catering arrangements and other vendor management as needed. During events, document proceedings, with the assistance of student workers, for various outputs: reports, newsletter articles, and social media.
General Administration: Manage conference room reservations; maintain office supplies; provide general clerical support, including coordinating large scale mailings, scheduling meetings, maintaining office reception, etc.
HR: Create and manage job postings for student assistance on the Student Employment Management System (SEMS); supervise work-study students and temporary workers as needed; report hours for all part-time and temporary staff each week. Penn IUR typically has 1 - 3 student workers per semester working on a diversity of projects from research, writing, web maintenance, graphic design, list-serve maintenance, social media updates, and more; coordinate the student workers' efforts to meet overall office needs. For all new hires, manage HR process (record creation, payroll, salary distributions).
Communications: Collaborate with the Communications Director to promote and document events and other communications activities as needed, working collaborative to keep social media up to date and increase social media engagement. Update the Penn IUR website regularly with events, news posts, publications, and updates to people profiles as needed.
Student program support: Provide support for Penn IUR's undergraduate student programs - the Undergraduate Urban Research Colloquium (UURC) and the Penn IUR Fellows in Urban Leadership Program - as well as events and special programs geared towards the Master of Urban Spatial Analytics (MUSA) and Penn IUR's network of urban-focused doctoral students. Activities may include organizing and promoting events, publicizing application deadlines, and keeping website information up to date.
External Relations: Serve as office liaison to various university contingencies and external partners and vendors.
Qualifications
Bachelor's Degree and 2 to 3 years of experience or equivalent combination of education and experience is required.
Job-Related Knowledge/Skill
The Program Coordinator must be a responsible, focused, highly-organized and self-motivated individual with experience or strong interest in urban studies, city planning, real estate, sociology, public administration, economics, international affairs, or other urban-related subjects. The Program Coordinator must be able to manage multiple projects at once and have excellent verbal, written communications, and analytical skills as well as good interpersonal and customer service skills. Proficiency in Microsoft Office Suite is essential; experience with InDesign and/or other graphic programs are a plus. A bachelor degree is required. Experience with finances and budgeting, including Ben financials training, is a plus as is knowledge of Penn's policies and procedures.
Application Requirement
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Provost Interdisciplinary Programs
Pay Range
$24.13 - $32.00 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, 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.
