House Coordinator job

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Description

Skills

Benefits

Summary

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Company Description

University of Pennsylvania (Penn) fosters a culture of innovation and excellence. The Philadelphia-based institution encourages members to be inclusive, and make an impact on their local, national, and global communities. Celebrating diversity, the university draws its strength from a wide-ranging, ever-changing team. If you have a passion for education, research, or serving the society, they welcome your job application. Penn offers a vast array of open positions from research to IT. You might find the career path that’s right for you in its faculties, centers, and divisions. Penn has designed benefit packages to endorse the wellbeing of its people on campus. All plans include prescription, dental, and vision, and you can tailor your perks to your needs. Moreover, if you land a Penn job, they will support you through the changing stages of your life and career with wellness and work-life resources.

Job Description

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.

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

House Coordinator

Job Profile Title

Administrative Assistant B

Job Description Summary

Under limited supervision the House Coordinator (Administrative Assistant B) supports the House Director in all administrative functions of the College House. Includes financial processing and record keeping; supporting undergraduate, graduate and faculty residential staff; coordinating annual hiring of residential staff; facilitating communications and supporting all aspects of residential life according to the goals of the College House. Provides support to CHAS central and other House Offices as needed.

Job Description

Responsibilities

  1. Process Ben Financial entries, place purchase orders, may distribute petty cash and assist in all financial paperwork/processes including the use of the Supplier Portal and Concur Travel and Expense system. Assist House Director in overseeing student payroll paperwork and Student Program Card accounts and express shipping. Provides oversight of additional financial transactions/responsibilities under the direction of the House Director.

  2. Provide other administrative support to the House Director such as management of the House Director's calendar; assistance with event logistics (catering arrangements /space reservations); document preparation; oversight of space usage/reservation system; gives support to other senior staff as needed. Provide back-up support to other House offices during off peak periods. Assist with CHAS central administrative projects such as RA training and other programs.

  3. Execute administrative projects such as RA move-in/training/transitions, house events, scheduling advisees’ appointments for the House Director, and other projects as directed by CHAS and House Director.

  4. Coordinate House communications, which includes communications within the house, between CHAS central and the house, and other campus offices. Manage maintenance of House website, calendar, listservs, bulletin boards, etc. as well as coordinate the publicity of house-wide events.

  5. Administrate and provide support, as directed by the House Director and CHAS, for RA selection and student worker/managers processes. Utilize WorkDay for hiring and onboarding of student workers and the CHAS Student Staff hiring app for RA selection processes.

  6. Manage College House Office, including office equipment and supplies; assist with supervision of student office staff; provide general assistance to RA staff and manager staff.

  7. Collaborate with the Residential Services Manager and Building Administrator to arrange and coordinate space/guest access; report facilities concerns; address special security needs; and refer residents to the RSM/BA for any facilities issues. Relay RHS information in House communication as appropriate (i.e. move in, room selection, break processes).

  8. May be required on occasion to run errands, carry packages or lift boxes weighing 25 lbs or less.

  9. Perform additional duties as assigned

QualificationsH.S. Diploma or GED Required, with 3-5 years of related experience or equivalent combination of education and experience experience (preferably in a University setting). Bachelor's Degree preferred. Strong oral and written communication skills; must have excellent proofreading/grammatical skills. Attention to detail and an ability to keep detailed records. Strong organizational skills and an ability to work on several projects at once, prioritize assignments, work independently and meet deadlines. Proficiency in Microsoft Office (Word, Excel, Powerpoint) experience with email programs such as Outlook; knowledge of editing and or producing documents on the World Wide Web highly desirable. Sound professional judgment and the ability to exercise discretion in working with confidential or sensitive matters a must. Ability to work effectively with diverse groups and individuals from all levels of the University. Knowledge of the University's financial systems desirable. Ability to lift 25 pounds or less. Some evening and weekend hours may be required.Working ConditionsOffice, Library, Computer Room

Alternative work schedulesPhysical EffortTypically sitting at a desk or table

Occasional lifting 25 lbs or less

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

College Houses and Academic Services

Pay Range

$17.58 - $31.65

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.

green circle info icon  This position is open. This job was posted on Mon Sep 06 2021 and expires on Wed Oct 06 2021.

Tasks

  • Assign work schedules, following work requirements, to ensure quality and timely delivery of service.
  • Observe and evaluate workers' appearance and performance to ensure quality service and compliance with specifications.
  • Train workers in proper operational procedures and functions and explain company policies.
  • Resolve customer complaints regarding worker performance or services rendered.
  • Recruit and hire staff members.
  • Inspect work areas or operating equipment to ensure conformance to established standards in areas such as cleanliness or maintenance.
  • Collaborate with staff members to plan or develop programs of events, schedules of activities, or menus.
  • Meet with managers or other supervisors to stay informed of changes affecting operations.
  • Direct or coordinate the activities of workers, such as flight attendants, hotel staff, or hair stylists.
  • Take disciplinary action to address performance problems.
  • Apply customer feedback to service improvement efforts.
  • Requisition necessary supplies, equipment, or services.
  • Analyze and record personnel or operational data and write related activity reports.
  • Participate in continuing education to stay abreast of industry trends and developments.
  • Furnish customers with information on events or activities.
  • Inform workers about interests or special needs of specific groups.
  • Direct marketing, advertising, or other customer recruitment efforts.

Skills

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Speaking - Talking to others to convey information effectively.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Coordination - Adjusting actions in relation to others' actions.
  • Persuasion - Persuading others to change their minds or behavior.
  • Negotiation - Bringing others together and trying to reconcile differences.
  • Instructing - Teaching others how to do something.
  • Service Orientation - Actively looking for ways to help people.
  • Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Time Management - Managing one's own time and the time of others.
  • Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.

Knowledge

  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Personnel and Human Resources - Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  • Psychology - Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
  • Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Health Insurance
  • Dependent Care
  • Wellness Programs
  • Vision Insurance
  • Life Insurance
  • Vacation & Paid Time Off
  • Tuition Assistance
  • Flexible Spending Account (FSA)
  • Dental Insurance

University of Pennsylvania

Description

University of Pennsylvania (Penn) fosters a culture of innovation and excellence. The Philadelphia-based institution encourages members to be inclusive, and make an impact on their local, national, and global communities. Celebrating diversity, the university draws its strength from a wide-ranging, ever-changing team. If you have a passion for education, research, or serving the society, they welcome your job application. Penn offers a vast array of open positions from research to IT. You might find the career path that’s right for you in its faculties, centers, and divisions. Penn has designed benefit packages to endorse the wellbeing of its people on campus. All plans include prescription, dental, and vision, and you can tailor your perks to your needs. Moreover, if you land a Penn job, they will support you through the changing stages of your life and career with wellness and work-life resources.
Type

College / University

Size

Large

Revenue

$100M to $500M

Location

Multiple locations

Industry

Colleges / Universities

CEO

Ralph W. Muller

Website

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