Operations Coordinator, The McGraw Center and Executive Format Programs, Penn GSE

Job 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
Operations Coordinator, The McGraw Center and Executive Format Programs, Penn GSE


Job Profile Title
Staff Assistant B


Job Description Summary
The McGraw Center for Educational Leadership and the Executive Format Degree Programs at Penn GSE are seeking an Operations Coordinator who will provide executive level administrative support to two senior leaders and their reporting departments.

Responsibilities include complex scheduling, overall administrative support, budget management, data collection and analysis, and event planning.

The Operations Coordinator will be under dual supervision of the Executive Director for The McGraw Center for Educational Leadership, Dr. John Silvanus Wilson, and the Vice Dean for Executive Format Programs, Dr. Laurie A.

Hall.

The Operations Coordinator appropriately directs and/or responds to inquiries and communicates on behalf of the Executive Director and Vice Dean.

The ability to balance multiple priorities, handle confidential, highly sensitive information, and manage administrative projects, is essential in this position.

The tasks performed by this position require attention to detail and the ability to manage multiple tasks.

As the role evolves, the Operations Coordinator will also explore creative ways to run programs and improve existing processes.


Job Description

About the Offices

The McGraw Center for Educational Leadership is developing a global community of learning leaders across all educational sectors, advancing how we anticipate, plan, and focus our practices to meet today’s and future challenges.

In partnership with Penn GSE’s global network of leaders in higher education, corporate learning, and pre-K–12 schools, the McGraw Center for Educational Leadership is developing the tools, insights, and strategies to drive measurable improvements in the organizations you serve.


The Executive Format Program Vice Dean oversees 8 academic programs which comprise 40% of the student population at Penn GSE.

The programs include: Doctorate in Higher Education Management Ed.D.; Mid-Career Doctoral Program in Educational Leadership Ed.D.; Chief Learning Officer Ed.D.; School Leadership M.S.Ed. and Principal Certification; Medical Education, M.S.Ed.; Education Entrepreneurship M.S.Ed.; School and Mental Health Counseling, M.S.Ed: and Global Higher Education Management


This position is ideal for someone who learns quickly, is a self-starter, and has a proven track record of working proactively and independently as well as collaboratively.


Occasional nights and weekends are required.


Key Responsibilities
+ Administrative support for The McGraw Center:

Manage short-and-long-term calendar planning, exercising considerable judgement about multiple demands.

This includes calendaring, scheduling, drafting and sending email communications, agenda preparation, meeting set-up, notetaking, mailing, photocopying, printing, managing spreadsheets, uploading materials, and answering inquiries with accuracy; Manage travel logistics, including complex domestic travel plans, itineraries, and agendas.
+ Administrative support for Executive Format Programs:

Manage short-and-long-term calendar planning, exercising considerable judgement about multiple demands.

This includes calendaring, scheduling, drafting and sending email communications, agenda preparation, meeting set up, notetaking, mailing, photocopying, printing, managing spreadsheets, uploading materials, and answering inquiries with accuracy; Manage travel logistics, including complex domestic travel plans, itineraries, and agendas.
+ Event planning for The McGraw Center:

Manage event planning processes for The McGraw Center and, including reserving space, ordering catering, purchasing supplies, coordinating meeting set up with Facilities and technology needs with IT, organizing presentation materials, organizing registration, maintaining invitee lists, communicating with registrants and speakers, and creating fliers; Serve as event support when needed.
+ Budget management for The McGraw Center and Executive Format Programs:

Submit & reconcile purchases and reimbursements promptly on Concur; Submit purchase orders; Track department budget, log expenses, and provide regular budget updates to the HR team; Order items as needed; Assist in facilitating independent service provider agreements; Communicate frequently with the Business Office and vendors.
+ Data collection and analysis for Executive Format Programs:

Collect data on programs, consolidate data, and analyze data; Ensure data stays up-to-date; Report data to the Vice Dean.
+ Additional duties as assigned



Qualifications

ESSENTIAL:
+ A Bachelor’s degree and 1-2 years of experience, or equivalent combination of education and experience.
+ An eagerness to learn about the respective departments and to immerse themselves into a fast-paced, evolving role.
+ Experience communicating with distinct populations across multiple departments and organizations, including current and prospective students, faculty, alumni, and donors.
+ Strong familiarity & savvy working with Microsoft Outlook, Excel, Word, PowerPoint, and Workday,
+ A proven track record of communicating effectively.





PREFERRED:
+ At least three years of experience working in an executive assistant or high-level administrative capacity.
+ Experience working in the education or non-profit sectors.
+ Experience using task management platforms.
+ Experience using purchasing and expensing platforms like Concur.



*All applicants must submit a cover letter with their resume detailing their interest in the position.


Expected Base Salary: $60,000, commensurate with experience.




Job Location - City, State
Philadelphia, Pennsylvania


Department / School
Graduate School of Education


Pay Range
$49,500.00 - $62,000.00 Annual 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

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.

Required Skill Profession

Other General