PHENND Fellows VISTA Program Operations Coordinator, PHENND

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 18,000 - 20,000; Full time

Benefits offered by this job

Health, Life, and FSAs

Tuition assistance

Retirement plans

Job summary

University of Pennsylvania seeks a PHENND Fellows VISTA Program Operations Coordinator to manage recruitment, data reporting, and professional development for the VISTA cohort. You will coordinate training logistics, maintain records, and support site orientations across Penn's PHENND programs.

In this role you will collaborate with the Program Manager, oversee payroll and reimbursements, and help ensure timely, data-informed progress for the AmeriCorps VISTA initiative within the School of Arts

Qualifications

• Bachelor’s Degree and 2–3 years of experience required; MSW preferred.
• Strong organizational skills and passion for logistics.
• Excellent writing skills and attention to detail.

Responsibilities

• VISTA Recruitment – lead recruitment with Program Manager for 29–34 VISTAs; maintain Recruitment Tracker and Dashboard.
• Data collection and progress monitoring – oversee monthly reporting and program data to AmeriCorps; track trainings and attendance.
• VISTA Training and Professional Development – support orientation and training logistics; organize annual Life After VISTA conference; plan sessions.
• Systems Development/Maintenance – create calendars, manuals, templates, and electronic files for VISTA program.
• Financial/Personnel – assist payroll, reimbursements, purchasing, and maintain personnel files.
• Site Support – develop job descriptions, assist with site orientations, participate in site selection processes.
• Supervision – oversee part-time Recruitment Coordinator and MSW intern.

Skills

Organizational skills

Communication skills

Writing skills

Data collection

MS Word/Excel/Google

Education

Bachelor’s Degree

MSW preferred

Tools

Qualtrics

Microsoft Word

Excel

Google platforms

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

PHENND Fellows VISTA Program Operations Coordinator, PHENND

Job Profile Title

Coordinator B

Job Description Summary

Coordinates and supports a broad portfolio of programs, projects, and operational activities for a department, school, or center. Coordinates day to day activities and partners with leaders to oversee the development and execution of key components of a project or program.

Job Description

Job Responsibilities:

• VISTA Recruitment – lead recruitment effort, with the support Program Manager, to engage a full cohort of 29-34 VISTAs for the upcoming program year. This includes reviewing applications, communicating with candidates throughout the recruitment process, conducting or coordinating initial phone interviews, providing technical assistance to candidates, keeping record of candidate status, and sending follow-up correspondence and retention communications to keep candidates appraised of their status as well as ensuring they complete required tasks to become part of our program if accepted. Maintain the Recruitment Tracker spreadsheet and Dashboard and train part-time staff in the usage of Recruitment Tracker and Dashboard. Create agendas and convene weekly recruitment team meetings. Additionally, they may participate in promoting the program to potential candidates through social media and recruitment fairs.
• Data collection and progress monitoring -- oversee VISTA monthly reporting process; track and download submissions of monthly reports; follow-up with VISTAs who have not submitted reports; assist Program Manager with reporting to AmeriCorps with quantitative data for bi-annual reports. Track attendance at all trainings and events; administer absence reports and follow up with VISTAs for record keeping. Compile and analyze data for reporting purposes (e.g., PHENND Annual Report, Progress Reports)
• VISTA Training and Professional Development – Play a supporting role in the orientation and training of current VISTA members. In collaboration with VISTA Program Manager, design overall schedule, support implementation, especially through assuming responsibility for all training logistics (room reservations, catering, video conferencing). Under the guidance of VISTA Program Manager create or improve specific lesson plans for training and workshops as needed, including soliciting feedback from VISTAs. Lead the planning and organizing of annual Life After VISTA/AmeriCorps professional development conference. Develop any other sessions per interest and expertise.
• Systems Development/Maintenance - Organize institutional processes and documentation such as creating orientation and training calendars, creating manuals for VISTA process such as recruitment and orientation and check-ins, designing or improving templates for documentation and soliciting feedback, and maintaining electronic files for VISTA program.
• Financial/Personnel – support agency director with VISTA Payroll process by serving as a payroll administrator. Handle bi-weekly tracking of reimbursements to VISTAs and/or purchasing of SEPTA Keys, grocery subsidies, and other small one-time purchases such as workshop registrations, and food orders for monthly trainings. Track VISTA attendance at all trainings and events as well as personal/sick leave. Additionally, play primary role in collecting and maintaining personnel files (clearances) and other paperwork required for school-based VISTAs. Create P.O.s in Ben Financials for VISTA supplies and food for trainings and events. Execute yearly MOU process with sites and quarterly invoicing .
• Site Support – Support sites with development of job descriptions, VISTA Assignment Descriptions (including entry of relevant information into eGrants); Communicate regularly with sites during recruitment season; Assist Program Manager with New Site Orientation and the VISTA/Supervisor Orientation session and Mid-year reflection workshop. Participate in the selection process for all VISTA host sites (reviewing applications, communicating with applicants, providing feedback to applicants).
• Supervision-Part-time Recruitment Coordinator and MSW Intern if they hold a MSW degree.

Qualifications

• A Bachelor’s Degree and a minimum of 2 to 3 years of experience or an equivalent combination of education and experience are required. MSW degree is preferred. The ideal candidate should meet the following criteria:
• Superior organizational skills and a passion for logistics
• Excellent writing skills and attention to detail.
• Experience with data collection, iterative program assessment, and data-informed decision-making.
• Exceptional communication and relationship-building skills.
• Flexible, creative, and positive thinker.
• Able to maintain focus under pressure and adjust to accommodate program and client needs.
• Facility with Microsoft Word, Excel, Google platforms, and ability to quickly learn programs such as Qualtrics for survey creation.
• Solutions-oriented problem solver. Strong decision-making skills and ability to work both independently and collaboratively.
• Passionate about National Service generally and PHENND’s mission specifically.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

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: 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