Administrative Coordinator, College of Liberal and Professional Studies

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, College of Liberal and Professional Studies

Job Profile Title

Administrative Coordinator

Job Description Summary

The University of Pennsylvania’s College of Liberal and Professional Studies (Penn LPS) seeks to lead the field of higher education in the creation of unique and innovative opportunities for learners of all ages and backgrounds. These highly accessible academic opportunities are distinguished by their academic rigor and world-class instructional staff, while the support offered to students by Penn LPS is distinguished by its comprehensive and holistic quality. LPS programs are designed to empower individuals and enhance their personal and professional lives. Our graduates are global citizens committed to creating a better, more inclusive world.

The Administrative Coordinator will process applications and release admissions decisions for the College of Liberal and Professional Studies Summer High School Programs and additional degree and non-degree programs during peak admissions cycles. The coordinator will provide effective communication to applicants and admitted students through prompt and accurate response to inquiries via the admissions system (SLATE), email (Fresh Desk system), and phone. The coordinator will serve as a liaison with the Summer High School Program team and support the Summer High School Program’s recruitment, outreach and retention efforts and work with partner organizations. The role assists with additional administrative tasks as needed throughout the year. The position is hybrid eligible.

Job Description

Duties

The Administrative Coordinator processes applications according to accuracy and timeline targets to support application goals; monitors applicant data in the online application/admission system (SLATE) and other systems utilized by the department; updates applicant records; and monitors progress of pending applications until complete. The position also monitors student enrollment deposits and program transfers and distributes weekly enrollment/student reports. 

This position supports the Summer High School Programs recruitment, outreach and retention efforts and works with partner organizations. In addition, the role assists with the training of temporary staff on admissions systems and will perform additional administrative duties as needed during the year. 

Job Responsibilities

• Application processing for a variety of residential and online summer high school programs with unique admissions requirements. Monitor applicant data in the online application system (SLATE), update application records with transcripts, standardized test scores and other documentation, monitor progress of pending files until complete. Route completed files to Admissions Committee(s) for review in an efficient and timely manner to meet enrollment and course registration deadlines. Application processing for additional degree and non-degree programs may also be needed during specific time periods throughout the year.
• Provide professional customer service and effective communication to applicants, students and their parents via admissions system (SLATE), email ticketing system (Fresh Desk) and by phone.
• Process admissions decisions according to accuracy and timeline targets to meet enrollment goals. Coordinate admissions communication for assigned programs, post admissions decision letter within SLATE application system, support applicants in responding to decision enrollment form and deposit requirement inquiries.
• Run and distribute weekly enrollment and retention reports during peak admissions periods. Work closely with admissions systems staff to identify, troubleshoot and resolve technical issues with application system (SLATE). Support developing new admissions systems efficiencies.
• Serve as department liaison with Summer High School program team. Assist Summer High School Programs with student recruitment, retention and outreach efforts to area high schools and partner organizations.
• Other duties and responsibilities as assigned

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required; Bachelor’s degree strongly preferred.
• Experience is required in an office setting with public/customer contact.
• Intermediate understanding of databases, excellent written and oral communication skills; strong attention to detail, organizational, and computer skills; and intermediate level skills in MS Office required.
• Experience in an academic environment and knowledge of student record management systems for collecting student data (e.g., Banner) preferred.
• Experience using SLATE or other CRM strongly preferred.

Job Location – City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$20.45 – $28.00 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.

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

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