House Coordinator

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 26,000 - 37,000; Full time

Job summary

University of Pennsylvania in Philadelphia is seeking a House Coordinator (Administrative Assistant B) to support the House Director and College House operations. You will handle financial paperwork, payroll support, and communications across multiple offices in a dynamic residential setting.

The role requires 3–5 years of related experience or an equivalent mix of education, strong communication, and organizational skills.

Qualifications

• H.S. Diploma or GED Required with 3-5 years of related experience or an equivalent combination of education and experience (preferably in a University setting).
• Bachelor's Degree preferred.
• Strong oral and written communication skills; must have excellent proofreading and grammatical skills.
• Attention to detail and an ability to keep detailed records.
• Strong organizational skills and the ability to work on several projects at once, prioritize, and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with Outlook and editing/producing documents for the Web is desirable.
• Sound professional judgment and ability to exercise discretion with confidential or sensitive matters.
• Ability to work effectively with diverse groups and individuals across the University.
• Knowledge of the University's financial systems desirable.
• Ability to lift 25 pounds or less.
• Some evening and weekend hours may be required.

Responsibilities

• Process financial entries, place purchase orders, and assist in financial paperwork using the Supplier Portal and Concur Travel and Expense system.
• Provide administrative support to the House Director, manage calendars, event logistics, and document preparation.
• Execute RA move-in/training/transitions and coordinate house events and scheduling for advisees.
• Coordinate house communications, maintain the House website and calendars, and manage publicity of house events.
• Support RA selection, student workers, and onboarding using WorkDay and related apps.
• Supervise and assist College House Office staff and coordinate with CHAS central and House Director.

Skills

Communication skills

Proofreading

Attention to detail

Organizational skills

Microsoft Office

Outlook

Discretion

Teamwork

Lift 25 lbs

Evening/weekend flexibility

Education

High School Diploma or GED

Bachelor's Degree preferred

Tools

WorkDay

Calendar management software

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

House Coordinator

Job Profile Title

Administrative Assistant B

Job Description Summary

Under limited supervision The House Coordinator (Administrative Assistant B) supports the House Director in all administrative functions of the College House. Includes financial processing and record keeping; supporting student workers, Resident advisors (RAs) and residential faculty; supporting RA selection-related activities and student worker hiring processes; facilitating communications and supporting aspects of residential life according to the goals of the College House. Provides assistance to CHAS central and other House Offices as needed.

Job Description

Job Responsibilities

• Process Ben Financial entries, place purchase orders, and assist in all financial paperwork/processes including the use of the Supplier Portal and Concur Travel and Expense system. Assist House Director in overseeing student payroll processes and Student Program Card accounts and express shipping. Provides oversight of additional financial transactions/responsibilities under the direction of the House Director.
• Provide other administrative support to the House Director such as management of the House Director's calendar; assistance with event logistics (catering arrangements /space reservations); document preparation; oversight of space usage/reservation system; gives support to other senior staff as needed. Provide back-up support to other House offices during off peak periods. Assist with CHAS central administrative projects such as RA training and other programs.
• Execute administrative projects such as RA move-in/training/transitions, house events, scheduling advisees’ appointments for the House Director, and other projects as directed by CHAS and House Director.
• Coordinate House communications, which includes communications within the house, between CHAS central and the house, and other campus offices. Manage maintenance of House website, calendar, listservs, bulletin boards, etc. as well as coordinate the publicity of house-wide events.
• Administrate and provide support, as directed by the House Director and CHAS, for RA selection and student worker/managers processes. Utilize WorkDay for hiring and onboarding of student workers and the CHAS RA hiring app for RA selection process.
• Manage College House Office, including office equipment and supplies; assist with indirect supervision of student office staff; provide general assistance to RA teams and manager staff
• Collaborate with the Residential Services Manager and Building Administrator to arrange and coordinate space/guest access; report facilities concerns; address special security needs; and refer residents to the RSM/BA for any facilities issues. Relay RHS information in House communication as appropriate (i.e. move in, room selection, break processes).
• May be required on occasion to run errands, carry packages or lift boxes weighing 25 lbs. or less.

Qualifications

• H.S. Diploma or GED Required, with 3-5 years of related experience or equivalent combination of education and experience experience (preferably in a University setting). Bachelor's Degree preferred.
• Strong oral and written communication skills; must have excellent proofreading and grammatical skills.
• Attention to detail and an ability to keep detailed records.
• Strong organizational skills and an ability to work on several projects at once, prioritize assignments, work independently and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Powerpoint) experience with email programs such as Outlook; knowledge of editing and or producing documents on the World Wide Web highly desirable.
• Sound professional judgment and the ability to exercise discretion in working with confidential or sensitive matters a must.
• Ability to work effectively with diverse groups and individuals from all levels of the University.
• Knowledge of the University's financial systems desirable.
• Ability to lift 25 pounds or less.
• Some evening and weekend hours may be required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

College Houses and Academic Services

Pay Range

$19.32 - $26.80 Hourly Rate

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

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

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.