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, Department of Africana Studies and Center for Africana Studies Job Profile Title Administrative Coordinator Job Description Summary The Administrative Coordinator is one of the first lines of administrative support for both the Department of Africana Studies and Center for Africana Studies and is essential to helping develop a welcoming and supportive environment for all visitors, faculty members, students, and members of the University community. The Administrative Coordinator interacts with faculty, undergraduate/graduate students, and staff within the Department and Center daily, and often coordinates with outside vendors and other departments at Penn. This position provides administrative and financial support for the Department and Center at large, as well as the extensive undergraduate program and summer institute. Job Description Africana Studies at the University of Pennsylvania is comprised of two entities—the Department of Africana Studies and the Center for Africana Studies—each with distinct, yet complementary function. The Department oversees undergraduate and graduate teaching, including an undergraduate major and minor and a graduate certificate and doctoral program. The Center provides an array of public programming and research projects. Both the Department and the Center focus on the experiences and history of African American, African, and African-descended peoples as a model for global black studies. DUTIES: Duties include, but are not limited to: + Serving as the primary contact for all payments, student prizes, honoraria, supply orders, reimbursements (guest travel, or standing faculty), limited engagement and independent service provider classifications on behalf of both the Center and Department. + Communicating with domestic and international guests and speakers to make travel and hotel arrangements. + Compiling and submitting the necessary documentation for J-1 and H1-B visas and assisting international students with forms, letters, visas, housing, OIP and Federal requirements. + Managing the daily administrative activities of the Africana Studies (Center and Department) reception office by greeting all visitors and responding to needs; answering and logging telephone calls/responding to emails; answering queries from students, staff, faculty, and University visitors regarding Center and Department faculty, academic programs, co-curricular programs, research projects, policies and procedures; receiving and processing mail/deliveries; inventory, and organizing office supplies and equipment + Assisting the department coordinator and undergraduate chair in facilitating the undergraduate program. This requires assistance with rostering courses in CLSS, submitting proposals for new courses as well as updating courses in Curriculum Manager, liaison between AFRC and other Penn departments regarding cross-list course offerings, attendance at undergraduate coordinator meetings upon request, assistance with major/minor recruitment activities, assisting with class outings upon request, and scheduling meetings for current majors/minors and undeclared students to meet with the department administrator and/or undergraduate chair. + Serving as an assistant to the CFAS Director, responsible for managing calendars; scheduling meetings; complete and direct all financial paperwork, including expense reimbursements in Concur. QUALIFICATIONS: A high school diploma or GED and 5-7 years of experience or an equivalent combination of education and experience required. A Bachelor's degree is strongly preferred. Familiarity with Penn and an academic setting is strongly preferred. The ideal candidate will be detail oriented, well-organized and have the ability to multi-task. Excellent verbal and written communication skills and outstanding interpersonal skills required. Successful candidates must also possess the ability to work effectively under pressure and within deadlines, have strong organizational skills, and the ability to work independently. Experience with web development applications, Concur, Penn web systems (NGSS and Curriculum Manager, Ben Financials, Penn Marketplace), is highly desired. Job Location - City, State Philadelphia, Pennsylvania Department / School School of Arts and Sciences Pay Range $20.45 - $30.00 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 + 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.