Administrative Coordinator, Office of Student Affairs

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 32,786 - 34,991; Full time

Benefits offered by this job

Health, Life, and Flexible Spending Accounts

Tuition assistance

Retirement plans

Substantial paid leave

Professional and Personal Development resources

Access to university resources

Flexible Work Hours

Job summary

The University of Pennsylvania is seeking an Administrative Coordinator for the Office of Student Affairs in Philadelphia. This role involves managing programming for Advisory Deans, coordinating events such as Orientation and Match Day, and providing administrative support to senior leaders. Candidates should possess a Bachelor of Arts and 2 to 3 years of experience in similar roles, with strong organizational and communication skills essential. The position offers a competitive hourly pay ranging from $23.80 to $25.40, along with comprehensive university benefits.

Qualifications

• 2 to 3 years of experience in an administrative or student affairs role.
• Experience in event planning and managing educational programs is preferred.

Responsibilities

• Manage and support programming for Advisory Deans.
• Coordinate the longitudinal career advising system and mentoring programs.
• Assist in planning major student transition and milestone events.
• Provide high-level administrative support to senior leaders.

Skills

Organizational skills

Communication skills

Event planning

Familiarity with digital platforms

Education

Bachelor of Arts

Job description

Administrative Coordinator, Office of Student Affairs

Job Description

This position reports to the Director of the Office of Student Affairs and works closely with the Director of ASCEND, the Associate Dean for Student Success and Professional Development, the Associate Dean for Student Affairs and Wellness, the Associate Dean for Student Affairs and Residency Planning, and the Student Affairs Coordinator. The coordinator will manage and support programming for Advisory Deans, coordinate the longitudinal career advising system, specialty career advisor program, mentoring, and shadowing programs. They will maintain student‑facing digital platforms, assist in planning and executing major student transition and milestone events—such as Orientation, the White Coat Ceremony, Parents & Partners, Match Day, and Graduation—and provide high‑level administrative and programmatic support to senior leaders, including calendar management, meeting coordination, and project tracking.

Responsibilities

• Assist with the development and management of the career counseling system and the faculty advisor and student leadership online database for student interest groups and clubs. Organize career counseling events such as lunch talks, the website, activity fairs, and utilize the AAMC Careers in Medicine Curriculum. Work closely with Specialty Advisors to schedule and announce specialty‑specific events and programming.
• Assist the Office of Student Affairs in planning and executing transitional and major events such as Orientation, the White Coat Ceremony, Parents and Partners, Pre‑Clerkship Week, Match Day, Graduation Awards, and Honor Society Inductions.
• Administratively support the Associate Dean for Student Success, including scheduling meetings and managing the calendar.
• Serve as administrative support for four Virtual Houses, each comprising one quarter of the student body. Advise student leaders on program development and event planning, develop peer‑mentoring programs, facilitate participation of Master Clinicians, and promote the expansion and growth of the houses.
• Maintain the MD Program Website with up‑to‑date information.
• Coordinate the faculty mentoring program, including pre‑clinical and clinical tutoring and coaching. Work closely with the Associate Dean for Student Success and Professional Development to schedule faculty‑student meetings, train advisors—including Advisory Deans—and coordinate faculty training with Weingarten Learning Instructors.
• Assist in the creation of the Medical Student Performance Evaluations (MSPE) as necessary.
• Perform additional duties as assigned.

Qualifications

Bachelor of Arts and 2 to 3 years of experience or an equivalent combination of education and experience is required.

Job Location

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$23.80 - $25.40 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, 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: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits and flexible spending accounts.
• Tuition: Tuition assistance for employees, spouses, and dependent children at Penn and other institutions.
• Retirement: Basic, Matching, and Supplemental retirement plans with pre‑tax or Roth options through TIAA and Vanguard.
• Time Away from Work: Substantial paid and unpaid leave for personal, family, and health reasons.
• Long‑Term Care Insurance: Long‑term care insurance for staff and eligible family members from Genworth Financial.
• Wellness and Work‑Life Resources: Programs and resources supporting health, family, and work‑life balance.
• Professional and Personal Development: Resources to advance personal and professional growth.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, museums, and cultural events.
• Discounts and Special Services: Discounts on arts, entertainment, transportation, mortgages, and other goods and services.
• Flexible Work Hours: Non‑traditional work hours, locations, and job structures for balance.
• Penn Home Ownership Services: Forgivable loan for eligible employees buying a home or residing in West Philadelphia.
• Adoption Assistance: Reimbursement for qualified expenses related to the legal adoption of an eligible child, up to two adoptions in a household.