House Coordinator

House Coordinator

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 student workers, Resident advisors (RAs) and residential faculty; supporting RA selection-related activities and student worker hiring processes; facilitating communications and supporting aspects of residential life according to the goals of the College House. Provides assistance to CHAS central and other House Offices as needed.

Job Responsibilities

• Process Ben Financial entries, place purchase orders, 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 processes and Student Program Card accounts and express shipping. Provides oversight of additional financial transactions/responsibilities under the direction of the House Director.
• 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.
• 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.
• 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.
• Administrate and provide support, as directed by the House Director and CHAS, for RA selection and student worker/managers processes. Utilize Work Day for hiring and onboarding of student workers and the CHAS RA hiring app for RA selection process.
• Manage College House Office, including office equipment and supplies; assist with indirect supervision of student office staff; provide general assistance to RA teams and manager staff
• 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).
• May be required on occasion to run errands, carry packages or lift boxes weighing 25 lbs. or less.

Qualifications

• H.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 and 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.

Application Requirement

• A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV ; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

College Houses and Academic Services

Pay Range

$19.32 - $26.80 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, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements Background checks may be required after a…