House Coordinator

The University of Pennsylvania, a world-renowned leader in education, research, and innovation, is the largest private employer in Philadelphia. This historic Ivy League institution consistently ranks among the top 10 universities in the U.S. News & World Report survey and offers a unique working environment within the city of Philadelphia.

About the Role

Under limited supervision, the House Coordinator (Administrative Assistant B) supports the House Director in all administrative functions of the College House. This includes financial processing, supporting student workers and residential faculty, facilitating communications, and assisting with residential life initiatives according to College House goals. The role also provides assistance to CHAS central and other House Offices as needed.

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 the House Director in overseeing student payroll processes, Student Program Card accounts, and express shipping.
• Provide oversight of additional financial transactions under the direction of the House Director.
• Manage the House Director’s calendar, assist with event logistics (catering, space reservations), prepare documents, and oversee space usage/reservation systems.
• Provide back-up support to other House offices during off-peak periods.
• Execute administrative projects such as RA move-in/training/transitions, house events, and scheduling advisees’ appointments for the House Director.
• Coordinate House communications, including internal communications, between CHAS central and the House, and with other campus offices.
• Manage maintenance of the House website, calendar, listservs, bulletin boards, and coordinate publicity for house-wide events.
• Administrate and support RA selection and student worker/managers processes using WorkDay and the CHAS RA hiring app.
• Manage the College House Office, including office equipment and supplies, and assist with indirect supervision of student office staff.
• Collaborate with the Residential Services Manager and Building Administrator to arrange space/guest access, report facilities concerns, and address security needs.
• Relay Residential and Housing Services (RHS) information in House communications (e.g., move-in, room selection, break processes).
• Occasionally run errands, carry packages, or lift boxes weighing 25 lbs. or less.

Requirements

• High School 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, with excellent proofreading and grammatical abilities.
• Attention to detail and ability to maintain detailed records.
• Strong organizational skills, ability to prioritize assignments, work independently, and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience with email programs such as Outlook.
• Knowledge of editing or producing documents for the web is highly desirable.
• Sound professional judgment and ability to exercise discretion with confidential or sensitive matters.
• Ability to work effectively with diverse groups and individuals at all levels of the University.
• Knowledge of the University’s financial systems is desirable.
• Ability to lift 25 pounds or less.
• Some evening and weekend hours may be required.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for eligible health care and dependent care expenses.
• Tuition Assistance: Exceptional tuition benefits for you, your spouse, and dependent children at Penn and other institutions.
• Retirement Plans: Generous retirement plans with pre-tax or Roth options and a variety of investment choices through TIAA and Vanguard.
• Time Away from Work: Substantial paid time off for vacations, personal affairs, illness, or injury.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility.
• Wellness and Work-life Resources: Programs and resources to support 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/recreational activities.
• Discounts and Special Services: Discounts on arts, entertainment, transportation, mortgages, and other goods/services (e.g., cellular plans, movie tickets, theme parks).
• Flexible Work Hours: Creative approaches to work hours, locations, and job structures to promote work-life balance.
• Penn Home Ownership Services: Forgivable loans for eligible employees buying a home or residing in West Philadelphia.
• Adoption Assistance: Reimbursement for qualified adoption expenses (e.g., travel, court fees) for up to two adoptions per household.

Pay

$19.32 - $26.80 hourly. Salary offers are based on the candidate’s qualifications, experience, skills, and education as they relate to the position, and are aligned with external market data and internal peer data at Penn.

Philadelphia, Pennsylvania