University of Pennsylvania
Program Coordinator, College Pre-Major Advising, College of Arts and Sciences
University of Pennsylvania, Phila, Pennsylvania, United States, 19117
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
Program Coordinator, College Pre-Major Advising, College of Arts and Sciences
Job Profile Title
Coordinator, Program
Job Description Summary
Reporting directly to the Associate Dean and Director of Academic Advising, the Program Coordinator manages and oversees administrative coordination for the College's Pre-Major Advising (PMA) program, which serves the entire undergraduate population of the College of Arts & Sciences. The Program Coordinator serves as the primary problem-solver and point of contact for the pre-major advisor community, which is comprised of almost 200 faculty, staff, and professional advisors. The Program Coordinator also provides essential administrative support to the Associate Dean and Director of Advising and to the broader College Advising Team. This role is integral to supporting the College's mission to foster the academic success and well-being of its diverse community of undergraduate students.
Job Description
The College Office serves the undergraduate population of Arts and Sciences at the University of Pennsylvania. The College works closely with about 60 departments and programs to offer majors and minors, supports roughly 1,200 instructional staff and promotes the value of the liberal arts to an undergraduate population of roughly 6,500 students.
The Program Coordinator for the College Pre-Major Advising Program reports to the Associate Dean and Director of Academic Advising. They manage and oversee the administrative coordination of the College's PMA program and provide administrative support for the Director as well as the College Advising Team. They also assist the Director in supporting the activities of the advising working groups and the undergraduates enrolled in the College.
Key Responsibilities:
Pre-Major Advising Program Coordination:
Serve as the primary point of contact and problem-solver for the pre-major advisor population, ensuring effective communication and smooth operations for almost 200 advisors.
Oversee the administrative coordination of PMA recruitment, reassignment, orientation, and ongoing training.
Provide logistical support for advisor orientations, special topics workshops, surveys, and program evaluations, ensuring all necessary preparation and follow-through tasks are completed.
Manage and coordinate the advising program calendar, ensuring meetings are scheduled effectively and efficiently.
Administrative Support for the Associate Dean and Director of Academic Advising:
Provide comprehensive administrative support for the Associate Dean and Director of Academic Advising, including scheduling advising appointments, meetings, and managing daily calendars.
Coordinate the Director's work with advising working groups, university committees, and partner offices, including managing the flow of correspondence, setting up meetings, and maintaining accurate file systems and documentation.
Support for College Advising Team and Special Projects:
Provide efficient logistical support for the College Advising Team's advising programs, administrative working groups, special projects, and annual retreat
Manage College technologies, including advising databases and listservs
Work with complex administrative applications and processes involving web applications, desktop databases (FileMaker Pro), Excel, Canvas, Calendly, Outlook, and Qualtrics
Assist with generating and exporting reports, surveys, and other evaluations
Write and copy-edit documents, order supplies, coordinate logistics for special events, and other duties as they arise
Provide staff support for College events such as Welcome to the College, Family weekend, and graduation
Qualifications:
Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required
Outstanding organizational and communication skills with close attention to detail
A proactive approach to work, with the ability to manage multiple tasks simultaneously
Ability to work independently and meet deadlines
Ability to work as a member of a team and collaborate on projects
Comfortable with modern computer operating systems, such as Mac OS or Windows
Substantive experience working with complex web applications, email and calendaring clients, FileMaker Pro, Microsoft Excel, Microsoft Word, and Zoom, required
Technical proficiency sufficient to master University systems such as Path@Penn, DegreeWorks, and Banner
Propensity towards enthusiastically adopting new technologies is preferred
Ability to envision improvements to processes and assist in the implementation of new projects and initiatives that support the mission of the College
A Cover Letter and Resume/CV are required to be considered for this position. Please upload these documents where it asks you to upload your Resume/CV; multiple documents are allowed.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Arts and Sciences
Pay Range
$23.80 - $33.00 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
The University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. 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.
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, College Pre-Major Advising, College of Arts and Sciences
Job Profile Title
Coordinator, Program
Job Description Summary
Reporting directly to the Associate Dean and Director of Academic Advising, the Program Coordinator manages and oversees administrative coordination for the College's Pre-Major Advising (PMA) program, which serves the entire undergraduate population of the College of Arts & Sciences. The Program Coordinator serves as the primary problem-solver and point of contact for the pre-major advisor community, which is comprised of almost 200 faculty, staff, and professional advisors. The Program Coordinator also provides essential administrative support to the Associate Dean and Director of Advising and to the broader College Advising Team. This role is integral to supporting the College's mission to foster the academic success and well-being of its diverse community of undergraduate students.
Job Description
The College Office serves the undergraduate population of Arts and Sciences at the University of Pennsylvania. The College works closely with about 60 departments and programs to offer majors and minors, supports roughly 1,200 instructional staff and promotes the value of the liberal arts to an undergraduate population of roughly 6,500 students.
The Program Coordinator for the College Pre-Major Advising Program reports to the Associate Dean and Director of Academic Advising. They manage and oversee the administrative coordination of the College's PMA program and provide administrative support for the Director as well as the College Advising Team. They also assist the Director in supporting the activities of the advising working groups and the undergraduates enrolled in the College.
Key Responsibilities:
Pre-Major Advising Program Coordination:
Serve as the primary point of contact and problem-solver for the pre-major advisor population, ensuring effective communication and smooth operations for almost 200 advisors.
Oversee the administrative coordination of PMA recruitment, reassignment, orientation, and ongoing training.
Provide logistical support for advisor orientations, special topics workshops, surveys, and program evaluations, ensuring all necessary preparation and follow-through tasks are completed.
Manage and coordinate the advising program calendar, ensuring meetings are scheduled effectively and efficiently.
Administrative Support for the Associate Dean and Director of Academic Advising:
Provide comprehensive administrative support for the Associate Dean and Director of Academic Advising, including scheduling advising appointments, meetings, and managing daily calendars.
Coordinate the Director's work with advising working groups, university committees, and partner offices, including managing the flow of correspondence, setting up meetings, and maintaining accurate file systems and documentation.
Support for College Advising Team and Special Projects:
Provide efficient logistical support for the College Advising Team's advising programs, administrative working groups, special projects, and annual retreat
Manage College technologies, including advising databases and listservs
Work with complex administrative applications and processes involving web applications, desktop databases (FileMaker Pro), Excel, Canvas, Calendly, Outlook, and Qualtrics
Assist with generating and exporting reports, surveys, and other evaluations
Write and copy-edit documents, order supplies, coordinate logistics for special events, and other duties as they arise
Provide staff support for College events such as Welcome to the College, Family weekend, and graduation
Qualifications:
Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required
Outstanding organizational and communication skills with close attention to detail
A proactive approach to work, with the ability to manage multiple tasks simultaneously
Ability to work independently and meet deadlines
Ability to work as a member of a team and collaborate on projects
Comfortable with modern computer operating systems, such as Mac OS or Windows
Substantive experience working with complex web applications, email and calendaring clients, FileMaker Pro, Microsoft Excel, Microsoft Word, and Zoom, required
Technical proficiency sufficient to master University systems such as Path@Penn, DegreeWorks, and Banner
Propensity towards enthusiastically adopting new technologies is preferred
Ability to envision improvements to processes and assist in the implementation of new projects and initiatives that support the mission of the College
A Cover Letter and Resume/CV are required to be considered for this position. Please upload these documents where it asks you to upload your Resume/CV; multiple documents are allowed.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Arts and Sciences
Pay Range
$23.80 - $33.00 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
The University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. 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.