Job Information
University of Pennsylvania Project Coordinator, Dean's Office, Penn GSE in Philadelphia, Pennsylvania
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
Project Coordinator, Dean's Office, Penn GSE
Job Profile Title
Associate Director B, Academic Affairs, Academic Administration
Job Description Summary
At the Penn Graduate School of Education (Penn GSE), we believe in the power of education. We believe there is no greater force for building communities, bridging barriers, improving lives, and healing society. We bring our ideas, our identities, our ambition, and our commitment to a place where a diverse network of researchers, educators, counselors, leaders, and changemakers is unafraid to question what it means to educate.
The Project Coordinator, Dean’s Office at Penn GSE is a key project management and administrative partner to the Dean, Chief of Staff, Executive Assistant to the Dean, and school leadership. Reporting to the Chief of Staff, the Project Coordinator leads, manages, and supports special projects and initiatives of the Dean’s Office from inception to completion. They also provide operational support to the Chief of Staff, secondary support for the Dean, coordinate the Dean’s Office inbox, and work to ensure that events, programs, and meetings of the Dean’s Office are highly successful.
Job Description
Project Management . Plan, manage, lead, and implement routine and special projects and initiatives of the Dean’s Office from inception to completion, ensuring they align with Penn GSE and the Dean’s strategic vision and goals. Collaborate with staff, faculty, and vendors to ensure successful project execution. Develop project plans, timelines, deliverables, reports, dashboards, and summaries. Gather, organize, analyze, and present relevant data and information to inform leadership decision-making relating to key special projects and initiatives. Monitor project progress, identify and mitigate risks, and adjust plans as necessary.
Manage Dean’s Office Operations. Oversee day-to-day support to the Chief of Staff, including coordinating meetings and events, handling correspondence, preparing materials, keeping records, managing purchasing and expenses, and planning travel. Develop, fact-check, proofread, and prepare reports, briefing notes, presentations, remarks, and other documents for diverse audiences. Prepare meeting agendas, pre-reads, and briefing materials. Attend and staff meetings and events as assigned, tracking action items and follow up to ensure progress. Offer secondary administrative support to the Dean and the Executive Assistant to the Dean, as well as general office administration support, as needed. Handle confidential information and materials with absolute discretion.
Special Event Planning and Execution. Oversee, manage, and execute the planning of Dean’s Office and other school programs and events. Collaborate with units across the school and outside vendors, manage event budgets, and ensure seamless execution of high-profile events. Advance for and staff the Dean, Chief of Staff, and/or other members of school leadership at programs and special events.
Budget Processes and Vendor Engagement. Manage budgetary processes for the Dean's Office, including managing contracts for vendors, reconciling monthly expenditures, facilitating independent service provider agreements, and tracking and reporting spending.
Dean’s Office Correspondence. Research, write, prepare, and send communications on behalf of the Dean’s Office. Monitor the Dean’s Office inbox and direct and delegate matters to appropriate colleagues for resolution and document outcomes.
Perform additional duties as assigned.
Qualifications
ESSENTIAL:
The candidate must hold a bachelor’s degree and 2-3 years of relevant experience, with a preference for project management and administrative support roles to senior administrators in higher education. They must be highly proficient in Microsoft suite.
The ideal candidate will possess exceptional interpersonal and customer service skills, adept at collaborating with various stakeholders toward common goals. The ideal candidate will be capable of building trust by demonstrating competence, discretion, and thoughtfulness. They must be capable of and ready to “manage up” with senior colleagues to support execution and follow through.
The ideal candidate will be meticulous, with strong written and verbal communication and a positive, collaborative work style. Additionally, the candidate should demonstrate a high level of discretion with confidential information, robust problem-solving skills, and the capacity to manage multiple tasks simultaneously in a dynamic environment, adapting flexibly to shifting priorities and deadlines.
PREFERRED:
Experience using project management tools such as Asana strongly preferred.
Experience working within a senior executive office preferred.
Expected salary range: $60,000 - $62,500
*All applications must submit a cover letter.
Penn GSE actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities, to apply.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Graduate School of Education
Pay Range
$43,919.00 - $62,500.00 Annual 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, as well as internal and market factors and grade profile.
Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements Background check 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
The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.