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, The Office of Diversity, Equity, and Inclusion (ODEI)

Job Profile Title

Administrative Coordinator

Job Description Summary

The Office of Diversity, Equity, and Inclusion (ODEI) in the School of Arts and Sciences (SAS) has an opening for an Administrative Coordinator. The Administrative Coordinator will provide primary administrative support for staff in the office. This person will support the budgetary, contractual, and scheduling functions of the Office of Diversity, Equity, and Inclusion. Working closely with the Associate Vice Dean for Diversity, Equity, and Inclusion, the Director of Science Outreach, and future members of the ODEI, the Administrative Coordinator will serve as a liaison to other departments and offices across campus as well as external vendors. The Administrative Coordinator will play a critical role in the daily operations of a collaborative and energetic environment.

Job Description

The University of Pennsylvania School of Arts and Sciences (SAS) forms the foundation of the scholarly excellence that has established Penn as one of the world's leading research universities. We teach students across all 12 Penn schools, and our academic departments span the reach from anthropology and biology to sociology and South Asian studies.  
Members of the Penn Arts & Sciences faculty are leaders in creating new knowledge in their disciplines and are engaged in nearly every area of interdisciplinary innovation. The School's three educational divisions fulfill different missions, united by a broader commitment to providing our students with an unrivaled education in the liberal arts. The College of Arts and Sciences is the academic home of the majority of Penn undergraduates and provides 60 percent of the courses taken by students in Penn's undergraduate professional schools. The Graduate Division offers doctoral training to over 1,300 candidates in more than 30 graduate programs. And the College of Liberal and Professional Studies provides a range of educational opportunities for lifelong learners and working professionals.

The new Vice Dean for Diversity, Equity, and Inclusion in SAS has been charged with establishing the Office of Diversity, Equity, and Inclusion (ODEI) within the School. The staffing of ODEI is underway in order to provide a thoughtful, strategic, programmatic, and effective approach to deepening equity and inclusion within the diverse SAS community. ODEI will serve undergraduate and graduate students, staff, faculty, and post-doctoral fellows within the School.

Duties:

• Coordinates logistics associated with ODEI graduate recruitment, retention, and the Science Outreach Initiative. This includes: room reservations, booking buses, ordering supplies, making travel arrangements, corresponding with presenters, setting up virtual meetings (e.g. via Zoom), making travel arrangements for in-person events, and disseminating communications to internal and external audiences.

• Coordinates group meetings for the Associate Vice Dean for DEI, the Director of Science Outreach Initiative, and future members of the Office.

• Monitors several accounts, processes vendor travel and expenses through both the CONCUR and Penn Marketplace systems, tracks reimbursement progress through the entire cycle.

• Communicates regularly with staff across the two ODEI Office locations to coordinate meetings, events, and office functions.

• Supports the Associate Vice Dean for DEI in working with prospective and current graduate students and postdoctoral fellows with programs, events, travel, campus visitations, and maintaining databases.

• Supports the Science Outreach with K-12 student campus visits, logistics of the Penn LENS (Laboratory Experiences in Natural Sciences) Program, off-campus school/community partner engagements, communications with schools, and preparing materials for events.

• Continuously updates and maintains databases, mailing lists, and listservs.

• Responds to, and disseminates email inquiries from faculty, staff, postdocs, students, and visitors to the appropriate ODEI staff person.

• Maintains hard copy and computer office files. Operates various machines including the copier, fax, computer, etc. Orders and maintains an adequate inventory of office supplies.

• Performs additional duties as assigned.

Qualifications:
H.S. Diploma or GED Required, with at least 5-7 years of related experience or equivalent combination of education and experience. Bachelor's degree is strongly preferred. Previous experience providing administrative support is strongly preferred. Experience successfully working with diverse audiences is required. The ideal candidate will possess strong organizational skills, strong written and oral communications skills, the ability to prioritize and meet deadlines, and experience working on projects in the area of equity and diversity. Proficiency with Microsoft Office suite, familiarity with databases, as well as travel, invoicing, and expense tools strongly desired.

* 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.

The hourly rate for this position is expected to be from $20.45 to $30.81, or $37,219 to $56,074 annually based of a 35 hour weekly schedule.

Review of Applications will begin on June 12 and continue until the position is filled.

Working Conditions
Office, Library, Computer Room
Physical Effort
Typically sitting at a desk or table

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$20.45 - $30.81 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.

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