Program Coordinator, Penn Learning Network, Penn GSE

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

Program Coordinator, Penn Learning Network, Penn GSE

Job Profile Title

Coordinator B

Job Description Summary

The Program Coordinator serves as a key member of the Penn Learning Network (PLN) team at the University of Pennsylvania Graduate School of Education (Penn GSE). This position manages the planning, coordination, and execution of professional learning programs and events across multiple sites and national partners. The Program Coordinator works closely with the Executive Director, Associate Director, and instructional teams to ensure seamless program implementation, data management, financial accuracy, and participant support.

The Program Coordinator manages the systems and procedures that are core to the operations of the Penn Learning Network, including team coordination and meeting planning, student billing, purchasing, event planning, and instructor hiring and payroll. The Center Coordinator also serves as the main liaison between the Penn Learning Network and various other offices at Penn GSE, including Information Technology, Business, Communications, and Human Resources.

This role requires initiative, strong organizational and communication skills, and the ability to manage multiple projects in a fast-paced academic environment.

Job Description

Key Responsibilities

Program and Event Coordination:

* Lead logistical planning and execution for in-person, virtual, and hybrid PLN programs, including summer institutes, professional development sessions, and large-scale district events.

* Fully manage, oversee, and run all registration processes, venue coordination, catering, travel, technology setup, and materials preparation.

* Serve as primary liaison with instructors and external partners to ensure timely communication, deliverables, and alignment with program goals.

* Manage evaluation tools (surveys, feedback forms, participant data) and prepare post-event summaries.

* Plan events and manage logistical needs for in-person and virtual events, including travel, reservations, catering, technology, assisting instructors with preparation and distribution of course materials, creating and distributing event registration forms, and program evaluations.

Program Operations, Finance, and Compliance:

* Administer financial and operational processes related to program delivery, including budgeting, invoicing, and payroll for instructors and contractors.

* Reconcile and monitor program budgets; prepare purchase orders, invoices, and reimbursements in compliance with University financial policies.

* Manage Act 48/45 and Continuing Education credit documentation for all courses; track completion, report compliance, and maintain certification records.

* Coordinate with Penn GSE finance, HR, and registrar offices to ensure accuracy and timeliness of all transactions and documentation.

Program Management and Administrative Leadership:

* Support strategic program planning by maintaining schedules, timelines, and project management tools for PLN initiatives.

* Supervise part-time staff or student workers as needed for event logistics, communications, and data entry.

* Manage PLN's learning management system (Canvas) updates, resource uploads, and course tracking.

* Serve as liaison between PLN instructors, GSE offices, and external partners to streamline operations and ensure quality control.

Communications and Participant Engagement:

* Manage the PLN Professional Learning inbox and act as primary contact for participant inquiries and communications.

* Draft and distribute communications such as course announcements, newsletters, and event updates.

*…