Academic Coordinator - Undergraduate Architecture

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

Academic Coordinator - Undergraduate Architecture

Job Profile Title

Academic Coordinator

Job Description Summary

The Undergraduate Architecture Academic Coordinator supports the administration of the Architecture major and minors in the School of Arts and Sciences, working closely with the Undergraduate Chair to manage academic operations, student advising logistics, and program communications. Key responsibilities include coordinating registration and graduation processes, maintaining student records, organizing student-facing and recruitment events, supporting administrative and financial operations, facilitating career services partnerships, and supervising student workers. This role requires strong interpersonal, organizational, and communication skills to support a dynamic academic program and its students.

Job Description

Job Responsibilities

• Academic Advising and Registrar Coordination: Serve as the liaison to the Registrar to support undergraduate students with advanced registration, registration, drop/add procedures, independent study requests, waiver requests, and other academic matters. Prepare course schedules each semester, including building and revising courses and degree programs through the Curriculum Manager system.
• Student Records and Advising Support: Manage the declaration of majors and minors. Prepare graduation certificates of completion; coordinate the advising schedule. Maintain and update student course records to ensure accurate attribution toward degree requirements.
• Student Engagement and Recruitment: Coordinate visits from prospective applicants and admitted students. Liaise with College Admissions to support recruitment efforts. Prepare and distribute materials for events. Reserve spaces and organize logistics for student-facing events, including Majors Fairs and other recruitment activities. Maintain student listservs. Coordinate student receptions. Liaise with Career Services partners to help connect students with relevant professional development resources.
• Administrative and Event Logistics: Process department supply and catering orders; review faculty expense reimbursements. Oversee accommodations for departmental guests. Manage Purchasing Card transactions for course materials and supplies. Process payments for student awards, guest speakers, and critics.
• Budget Oversight and Financial Compliance: Partner with the Weitzman Finance team to ensure compliance with University and School financial policies and best practices. Work closely with the Chair to review monthly department budget reports, monitor spending, and align expenditures with designated budget lines.
• Supervision of Student Workers: Supervi