Administrative Coordinator, Program on Race, Science and Society in the Center for Africana Studies - 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, Program on Race, Science and Society in the Center for Africana Studies





Job Profile Title

Academic Coordinator





Job Description Summary

This position supports the overall functioning of the Penn Program on Race, Science and Society (PRSS), including supporting the administrative, financial, academic, and research functions. Assists with the coordination of PRSS finances and events, including symposia, the Lecture and Colloquia Series, Faculty Working Group, and other program activities. Acts as assistant to the Program Director and provides support to PRSS Postdoctoral Fellows.





Job Description


Job Responsibilities/Duties:

+ Manage administrative activities of PRSS. Responsibilities include the following: respond to emails; answer queries from students, faculty, and University visitors; assist in purchasing office supplies and equipment; develop and maintain filing systems; manage program listserv; update and maintain program website and social media. Other duties as assigned.

+ Assist with coordination of PRSS finances. Assist the Program Director and the Administrative Coordinator of the Center for Africana Studies in financial duties pertaining to PRSS. Duties as assigned include but not limited to: generate and process financial transactions; arrange travel and lodging for guest speakers; process travel reimbursements in Concur; make event reservations; process honoraria; contact vendors; maintain billing records; review expense and annual reports; communicate with University offices and outside vendors to facilitate timely processing of financial requests. Other duties as assigned.

+ Assistant to Program Director. Duties as assigned include but are not limited to: manage calendars and email; schedule meetings across the University and externally; complete, direct, and track all financial paperwork, including expense reimbursements in Concur; arrange and book travel. Other duties as assigned.

+ Assist with coordination of PRSS events. Assist Program Director, the PRSS Postdoctoral Fellow and the Administrative Coordinator of the Center for Africana Studies in the coordination of all PRSS events, including symposia, the Lecture and Colloquia Series and Faculty Working Group meetings. Duties as assigned include but not limited to: make room reservations for meetings and events; arrange travel and lodging for speakers and visitors; communicate with speakers and guests throughout process; communicate with various University departments and partners to arrange co-sponsorships; contact vendors; promote events on program listserv and social media pages; and collaborate with administrative staff in the Center for Africana Studies for planning, promotion and implementation of program events; and generate and process all financial transactions related to PRSS events. Other duties as assigned.

+ Maintain communication with Center for Africana Studies. Attend meetings and maintain communication with administrative staff in the Center for Africana Studies as needed and report back to the Program Director.

+ Provide support to PRSS Postdoctoral Fellows. Duties as assigned include but not limited to: assist PRSS Postdoctoral Fellows in planning, promotion and implementation of program events; act as a liaison between Fellows and administrative staff of the Center for Africana Studies; assist Fellows in processing of financial transactions as needed. Other duties as assigned.

+ Provide support for PRSS research projects. Duties as assigned include but not limited to: assist Program Director and Postdoctoral Fellows in coordination and facilitation of research projects as determined; communicate and schedule meetings with various University departments, faculty and partners; arrange co-sponsorships; assist administrative staff in the Center for Africana Studies with generating and processing honoraria and invoices; and assist in coordination of programming.

+ 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. Competency with the Microsoft Office Suite including, Microsoft Excel, Outlook and Word required. Knowledge of utilizing social media to create content preferred. Experience with calendar management and event planning preferred.




This is a two year term appointment.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

School of Arts and Sciences





Pay Range

$20.45 - $28.15 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.