Administrative Coordinator, Boettner Center, Wharton School at University of Pennsylvania in Philadelphia, Pennsylvania

Job Description:

Administrative Coordinator, Boettner Center, Wharton School





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

Administrative Coordinator, Boettner Center, Wharton School




Job Profile Title

Administrative Coordinator




Job Description Summary

Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year, 13,000 professionals worldwide advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a diverse staff population representing a rich array of backgrounds, expertise, and cultures. To learn more, visit www.wharton.upenn.edu.


The Pension Research Council of The Wharton School of the University of Pennsylvania is committed to generating debate on key policy issues affecting pensions and other employee benefits. We sponsor interdisciplinary research on the entire range of private pension and social security programs, as well as related benefit plans in the United States and around the world.


The Boettner Center is seeking a dynamic and detail-oriented Administrative Coordinator to provide high-level support across a variety of administrative and project management tasks. This role is essential in helping the Center's leadership-Executive Director and Associate Director-run smoothly and efficiently. The ideal candidate will have strong organizational skills, a proactive attitude, and the ability to multitask while maintaining a high level of accuracy.




Job Description



As the Administrative Coordinator, you will play an integral role in supporting the Center's daily operations. You'll assist with administrative tasks, support financial transactions, and administer the Center's online presence and communications. Your key responsibilities will include:

• 
  Administrative Support: Provide essential administrative assistance to the Executive Director and Associate Director, including drafting correspondence, answering phone inquiries, directing emails, managing mail, and organizing office supplies. You'll also maintain filing systems, archives, and office keys. Provide comprehensive support across all areas of the Center, including photocopying, scanning, shipping, and handling various office tasks as needed.


• 
  Fundraising & Donor Relations Support: Collaborate closely with the Executive Director and Wharton External Affairs to assist with the Center's annual fundraising campaign. This includes scheduling donor calls, drafting letters, sending follow-ups, and tracking funds.


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  Website & Social Media Coordination: Keep the Center's website and social media platforms up to date by adding new content such as working papers, book chapters, news, and videos. You will also help draft and distribute the biweekly newsletter and share publications with Board Members and Partners.


• 
  Financial Transactions & Reconciliation: Assist with processing financial transactions, including travel reimbursements, vendor payments, check processing, and gift tracking. You will assist with monthly financial reconciliations and support the Center during its annual audit.


• 
  Event Coordination: Play a key role in coordinating the Center's annual Symposium and biannual board meetings. Your duties will include ordering conference materials, organizing gifts, preparing meeting materials, coordinating location and catering, and assisting with event logistics. You will also support the Lead Administrator during the annual publications process by proofreading, editing, and ensuring documents are formatted according to publisher's standards.

Qualifications:



High School Grad/GE Degree and 5-7 years of experience or an equivalent combination of education and experience are required. A bachelor's degree and 1-2 years of administrative experience is preferred.

• Prior experience in higher education or a non-profit setting.


• Strong verbal and written communication are required.


• Must be skilled in technical platforms and be willing to learn new ones. These platforms include Microsoft applications (outlook, word, excel, PowerPoint, etc.), Adobe Photoshop, InDesign, WordPress, and Access. Basic HTML is a plus.


• Prior experience organizing events, managing logistics, and coordinating with vendors is a plus.


• Strong organizational skills are necessary. Proven experience managing multiple tasks, prioritizing, and meeting deadlines efficiently.


• Administrative support experience is crucial, including handling office supplies and maintaining filing systems.


• Familiarity with processing financial transactions, including reimbursements and payments, is a plus.

Job Location - City, State

Philadelphia, Pennsylvania




Department / School

Wharton School




Pay Range

$20.45 - $26.59 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

• 
  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





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