Career Services Coordinator - Graduate and Professional School Advising Team

About the Role

University of Pennsylvania Career Services, positioned within the division of University Life, is seeking an Administrative Coordinator to support the pre-health and pre-law advising team. The Coordinator will primarily provide logistical support for the medical and dental school admissions process; manage events including information sessions, workshops, meetings, and career fairs; create and update online and printed resources; and gather and organize detailed information for database, application management system, and program assessment. Career Services is an office at the nexus of Penn students, alumni, employers/graduate programs, and campus partners, and provides an engaging environment for an Administrative Coordinator to apply skills in effective communication, information management, and program and event planning.

Responsibilities

• Create and maintain large database of 350+ applicants to medical/dental school and manage supporting documents in Canvas and Box.
• Review letters of recommendation for medical/dental school submitted online and coordinate corrections.
• Manage multiple schedules for daily appointments, weekly meetings, workshops and programs, and online and on-campus events, including room reservations and Zoom set up.
• Respond to student and alumni questions via email, phone, Handshake and Canvas.
• Keep resources such as web pages, Canvas courses, and print materials up to date and develop new resources as needed.
• Gather qualitative and quantitative data for team and Career Services First Destination Survey.
• Provide coverage as needed for the main Career Services reception area, support one career fair each semester, and assist with office events as needed.
• Create reports for program assessment.
• 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 (Bachelor's degree with 1-2 years of experience preferred).
• Success in this role requires keen attention to detail, organizational excellence, and ability to prioritize multiple tasks.
• Exceptional ability to calmly and professionally execute tasks in a fast-paced environment with frequent interruptions and firm deadlines.
• Excellent organizational skills including previous experience with small- and large-scale event planning.
• Ability to adapt to different workstyles, learn new information quickly, and take initiative in problem-solving.
• Work successfully both independently and as an integral member of a team.
• Strong writing, proofreading, and professional communication skills.
• Preferred candidates will have demonstrated cultural competencies and communication skills necessary to address a wide variety of questions from a varied and sophisticated audience including students, faculty, and campus colleagues.
• Previous experience using Microsoft Office (Excel, Word, PowerPoint, Outlook) necessary; experience with design software such as Adobe Creative Suite or Canva preferred; willingness to learn and adapt to new technologies.

Application Requirements

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Pay

$21.52 - $27.93 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.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for health care and dependent care expenses with pre-tax dollars.
• Tuition: Exceptional tuition benefits for you, your spouse, and your dependent children at Penn; dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Generous retirement plans with Basic, Matching, and Supplemental options on a pre-tax or Roth basis through TIAA and Vanguard.
• Time Away from Work: Substantial paid time off for vacations, personal affairs, illness, injury, or family needs.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility through Genworth Financial (new hires may apply without proof of good health).
• Wellness and Work-life Resources: Programs and resources to support health, family, and work-life balance.
• Professional and Personal Development: Array of resources for personal and professional advancement.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, museums, and cultural events (many free for employees and family).
• Discounts and Special Services: Savings on arts, entertainment, transportation, mortgages, new cars, cellular plans, movie tickets, and theme park admissions.
• Flexible Work Hours: Flexible work options promoting balance between work and personal commitments.
• Penn Home Ownership Services: Forgivable loan for eligible employees buying a home or residing in West Philadelphia (closing costs or home improvements).
• Adoption Assistance: Reimbursement for qualified adoption expenses (travel, court fees) for up to two adoptions per household.