Executive Office Coordinator
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
Executive Office Coordinator
Job Profile Title
Administrative Coordinator, University Museum
Job Description Summary
The Executive Office Coordinator will play a key role in creating a welcoming and inclusive environment for Penn Museum staff and exterior audiences. The coordinator will provide essential administrative support to the Museum’s Chief Diversity Officer (CDO) and Chief Operating Officer (COO) and work on tasks such as onboarding of new staff, making space reservations for Penn Museum staff and Penn faculty, and supporting several volunteer staff committees.
The Coordinator’s areas of personal responsibility include managing space reservations across the Museum for staff and select visiting groups; assisting with onboarding and first day coordination for new staff; managing staff celebration events such as the annual all-staff Town Hall, recognition event for staff celebrating milestone years of service, and holiday party; providing admin support as needed for staff volunteer committees like the Penn Museum Diversity Committee (PMDC), OfByForAll and the Social Committee; and updating the Museum’s internal website (iWeb) and the documents linked there as staff resources.
Special projects include assistance with large capital projects and wayfinding updates, and, in 2023-24, coordination of a major CRM system transition.
The Coordinator will also serve in a backup support role to the Williams Director as needed when the Executive Assistant is away from the Director’s Office. This position is hybrid-eligible.
Job Description
Job Title: Executive Office Coordinator
Department: Operation and DEIA
Supervisor’s Title: COO and CDO
Compensation: $25.00 p/hour
Non-Exempt, Full-time, Hybrid Eligible
PRINCIPAL RESPONSIBILITES/DUTIES
1. Operations Dept Support: Coordinating with relevant departments the onboarding and training for new staff, maintaining staff resources on iWeb updated, sending All Staff weekly email, maintaining museum-wide events calendar up to date, process room reservations in the system, maintain recurring meeting reservations in the system, maintain communications regarding events to multiple departments, support a major internal systems transition from Altru to Veevart, and calendar management for COO.
2. DEIA Dept Support: Assisting the CDO with the planning, organizing and implementation of professional development for staff; coordinating first day welcome experience for new staff members; scheduling bi-annual tours for new staff of galleries and collections; assisting with the coordination of and providing administrative support to staff volunteer groups (PMDC, Social Committee, and OfByForAll).
3. Special Projects: Support the departments with special projects such as the annual All Staff Recognition Award Celebration, the Holiday party, and the Annual Staff Town Hall and Social.
4. Administrative support for both departments: Provide support ordering supplies, minute taking, and helping ensure cross-departmental communications as needed. Provide occasional support completing purchase orders.
5. Additional duties as assigned
QUALIFICATIONS:
Minimum: High school diploma and 5-7 years of experience required, or equivalent combination of education and experience required. BA/BS and experience in a cultural institution preferred. Ability to establish objectives, set performance standards, and organize a successful approach to achieving results; demonstrated ability to work with significant autonomy and proactiveness, and collaboratively, as part of a goal-oriented team; excellent organizational, interpersonal, and impeccable communication skills, both oral and written. Strong computer literacy including mail merge, spreadsheet management, and high proficiency in database entry and reporting required; knowledge of Salesforce and/or Blackbaud’s web-based Altru software preferred. The work environment typically includes sitting at a desk or table, occasionally standing, walking, and stooping, occasional support with DEIA related events. Occasional lifting of 25 to 50 lbs. No supervisory responsibilities.
**Please note that this position is a bargaining unit position represented by a labor union. Job related responsibilities, duties, qualifications, and compensation associated with this position are determined by a collective bargaining agreement.
Job Location – City, State
Philadelphia, Pennsylvania
Department / School
University Museum
Pay Range
$20.45 – $25.00 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, 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
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/University-Museum/Executive-Office-Coordinator_JR00076229-1
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