Administrative Coordinator

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

Job Profile Title

Administrative Coordinator

Job Description Summary

Reports directly to the Executive Director of Information and Security Technology . Provides administrative assistance and support to; Executive Director of Information Security Technology and the Director of Security Services . Provides a high level of Administrative Support to ensure efficient and effective operations of the entire office environment; maintains calendars and schedules, meetings/appointments, etc.; maintains department filing and ticketing systems, reviews and processes requests for tools and resources by vendors, updates department procedures and manuals as required; responsible for researching and inputting data into various systems for invoice reconciliation and service management; supports vendor relationships and manages small accounts such as cellular services; communicates with the community and processes requests in coordination with Directors on preservation of video and access control logs; processes all office supply requests for Directors, collects and assembles, as needed, appropriate departmental monthly reports for Directors for submission to the Vice President of Public Safety ; maintains and tracks budget expenditure requests for separate capital and operating accounts for various departments; provides support for Divisional events and initiatives.

Job Description

Job Responsibilities

• Maintains central filing system for Directors
• Schedule appointments and meetings while updating appropriate calendars
• Works with vendors to assist in reconciliation of invoices
• Prepare letters of correspondence for all directors
• Monitors ticketing queues for Information and Security Technology to ensure overdue tickets are addressed
• Maintains minutes of all meetings and submits copies of all minutes to appropriate staff
• Provides monthly budget summaries on all capital and operating expenditures to date, to include approved budget finding, obligated expenditures to date, and remaining balances
• Responsible for processing and researching preservation requests for video and access control logs
• Performs quality assurance surveys for various directors to obtain customer feedback on services
• 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.

Job Location - City, State