Administrative Coordinator, Departments of Spanish and Portuguese (SPPO) and Francophone, Italian Studies and Germanic Studies (FIGS) - University of Pennsylvania

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, Departments of Spanish and Portuguese (SPPO) and Francophone, Italian Studies and Germanic Studies (FIGS)





Job Profile Title

Administrative Coordinator





Job Description Summary

The Administrative Coordinator supports the Departments of Spanish and Portuguese (SPPO) and Francophone, Italian Studies and Germanic Studies (FIGS) by managing events, faculty searches, websites, classroom assignments, financial transactions, and travel subventions. They also handle office operations, including records, supplies, communications, and assisting students and visitors, ensuring smooth departmental operations.





Job Description


The Spanish and Portuguese and FIGS departments teach languages like Spanish, Portuguese, French, Italian, and more, alongside advanced seminars on literature, culture, and visual media. Both departments prepare students with interdisciplinary approaches to cultural studies.




Responsibilities:


The Administrative Coordinator provides essential administrative support in the main office of two Departments: Spanish and Portuguese (SPPO) and FIGS (Francophone, Italian Studies and Germanic Studies). Organize and manage all aspects of events for SPPO: Arrange catering for meetings and receptions, secure venues, and make hotel and travel arrangements for guests. Process all financial transactions related to events, and keep detailed records, including entering all expenses into an Excel spreadsheet. Pay honoraria via Penn Marketplace. Manage all aspects of faculty searches for both Departments. Regularly update and maintain sections of the departmental websites. Handle classroom assignments for both Departments and submit classroom change requests. Manage inventory of supplies related to events. Process travel subventions for faculty and lecturers for both departments. Assist with office duties such as maintaining departmental records, answering phones, assisting students and visitors to the office, distributing mail, and occasionally sending packages. Perform additional duties as assigned.




Qualifications:

+ High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required. Prior administrative or event coordination experience preferred.

+ Proficiency in Microsoft Office Suite, particularly Word and Excel, and familiarity with web content management systems. Experience with financial processing systems (e.g., Penn Marketplace) is a plus.

+ Exceptional ability to manage multiple tasks, meet deadlines, and maintain accurate records.

+ Strong written and verbal communication skills, with the ability to interact professionally with faculty, staff, students, and visitors.Ability to work well as part of a team.

+ Ability to ensure accuracy in financial transactions, record-keeping, and scheduling.

+ Demonstrated ability to work collaboratively in a diverse academic environment.

+ Flexibility to take on additional duties as needed and adjust to shifting priorities.








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.




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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.