Administrative Coordinator, University - Space & Events

Administrative Coordinator, University Life
- Space & Events

Space & Events (ULSE) advances the educational mission of the University of Pennsylvania by providing equitable access to shared spaces, integrated event support services, and operational expertise that foster student engagement, learning, community building, and collaboration across the institution. As the University's centralized resource for space reservations, event planning and consultation, venue operations, and audiovisual services, ULSE helps schools, centers, institutes, administrative units, students, and campus partners navigate Penn's on- and near-campus space ecosystem while stewarding University Life-managed facilities and other supported campus spaces.

Through a commitment to operational excellence, responsible stewardship of University resources, and customer service that is transformational rather than transactional, ULSE provides guidance on event planning, space utilization, University policies, accessibility, risk management, and operational support. By coordinating services across administrative and academic partners, ULSE delivers safe, inclusive, and well-executed experiences that strengthen campus life, support the University's teaching and research missions, and advance institution-wide priorities.

Within ULSE, the Administration and Finance Team provides financial stewardship, human resources, business operations, and administrative leadership that support the department's long-term sustainability and organizational effectiveness.

The Administrative Coordinator provides administrative coordination and organizational support for Space + Event Services. Reporting to the Manager, Business Administration, the position supports departmental administrative processes, information and records management, scheduling, documentation, communications, purchasing and business processing support, and recurring organizational workflows. The position also provides dedicated scheduling and calendar support to the Executive Director, helping coordinate priorities, meetings, and institutional relationships across a complex university environment.

Additionally, the coordinator implements the vision (set by the AD) for the office environment, manages tasks and communications, and assists the Business Manager with key functions. In this role the Coordinator handles incoming and outgoing emails, phone calls, and mail, plans and coordinates departmental and divisional meetings/gatherings, helps to implement office procedures to improve efficiency and service, orders office supplies, and manages organization of storage spaces.

Must be comfortable interacting with customers, clients, vendors, and other internal and external community members, as well as have a good understanding of accounting principles and office management procedures as the role requires keeping track of office expenses and performing basic bookkeeping functions (prepares forecasts for office related spending, reporting on performance based on budget, and maintenance of complete and accurate accounting records).

Job Responsibilities

• Coordinates recurring departmental administrative processes, meetings, correspondence, requests, and workflows. Tracks deadlines, approvals, follow-up activities, and administrative requirements to support timely and consistent departmental operations.
• Manages and coordinates the Executive Director's calendar and scheduling, including meetings with university leaders, Schools and Centers, departmental leadership, institutional partners, and external stakeholders. Resolves scheduling conflicts, coordinates meeting logistics, and helps maintain an organized schedule aligned with executive priorities.
• Maintains departmental records, shared files, procedures, templates, reference materials, and administrative documentation. Organizes information for accessibility and continuity and supports consistent records-management practices that preserve institutional knowledge. Aids in the execution of changes on departmental websites; coordinates data collection for annual and ad-hoc departmental reporting/storytelling; and assists with assessment/information gathering as needed.
• Supports purchasing, procurement, invoice, expense, and related administrative processes in coordination with the Manager and Financial Coordinator. Prepares documentation, tracks requests and transactions, and assists employees with established university business procedures.
• Provides administrative…