Administrative Coordinator – Wharton Operations, Information and Decisions

Penn Information Systems & Computing

Administrative Coordinator at the University of Pennsylvania's Wharton School, providing operational and project support. Ensures efficient office management while coordinating various department functions.

Posted 6/19/2026full-timePhiladelphia • Pennsylvania • 🇺🇸 United StatesMid-LevelSenior💰 $22 - $26 per hourWebsite

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

calendar managementmeeting coordinationoffice supportrecordkeepingbudget trackingtravel coordinationevent planninginvoice processingpurchase order processingexpense report processing

Soft Skills

organizational skillswritten communicationverbal communicationcustomer serviceproblem-solving skills

Tools & Technologies

PowerPointstandard office softwareuniversity systems

Certifications & Qualifications

high school diplomaBachelor’s degreeAssociate degree

Industry Keywords

higher educationacademic environmentnonprofit environmentadministrative experiencestakeholder communicationcourse supportseminar coordination

About the role

Key responsibilities & impact

Lead logistics for large-scale meetings, seminars, and conferences, overseeing scheduling, developing PowerPoint presentations, and designing informational materials (20%).
Manage end-to-end travel arrangements for seminar speakers and visiting guests (20%).
Process invoices, purchase orders, and expense reports with accuracy and assist with budget tracking (10%).
Provide comprehensive administrative support to faculty, staff, and departmental leadership (15%).
Serve as point of contact for students, faculty, and external stakeholders, coordinating daily office management functions (10%).
Coordinate key course support functions, producing and distributing course materials (10%).
Deliver accurate and timely information to students, faculty, and external stakeholders (10%).
Additional duties as assigned (5%).

Requirements

What you’ll need

High school diploma or equivalent and 5–7 years of related administrative experience, or equivalent combination of education and experience.
Calendar management, meeting coordination, office support, communication with internal and external stakeholders, recordkeeping, and proficiency with standard office software.
Bachelor’s or Associate degree preferred.
Experience working in higher education, academic, or nonprofit environment preferred.
Strong organizational, written and verbal communication, customer service, and problem-solving skills.
Experience with university systems, purchasing, travel coordination, event planning, budget tracking, or student/faculty support is a plus.

Benefits

Comp & perks

Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Tuition: Tuition assistance for employees, spouses, and dependent children at Penn and other institutions.
Retirement: Generous retirement plans including Basic, Matching, and Supplemental options.
Time Away from Work: Substantial time off during the year for personal needs.
Long-Term Care Insurance: Insurance options for faculty and staff and eligible family members.
Wellness and Work-life Resources: Wide variety of programs to support health and work-life balance.
Professional and Personal Development: Resources for personal and professional advancement.
University Resources: Access to libraries, athletic facilities, and cultural activities.
Discounts and Special Services: Discounts on arts, entertainment, and other goods and services.
Flexible Work Hours: Options for non-traditional work hours and locations.
Penn Home Ownership Services: Forgivable loan for eligible employees buying a home or residing in West Philadelphia.
Adoption Assistance: Reimbursement for qualified adoption expenses up to two adoptions.