Job Details

Administrative Coordinator, Departments of East Asian Languages & Civilizations and Middle Eastern Languages & Cultures
Go to our website »

Position Number: 5953269
Location: Philadelphia, PA
Position Type: Other Administrative Positions

Administrative Coordinator, Departments of East Asian Languages & Civilizations and Middle Eastern Languages & Cultures

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 East Asian Languages & Civilizations and Middle Eastern Languages & Cultures

Job Profile Title
Administrative Coordinator

Job Description Summary
The Administrative Coordinator, reporting to the Department Administrator, manages office operations for The Department of East Asian Languages and Civilizations (EALC) and The Department of Middle Eastern Languages and Cultures (MELC). This role supports the Department Administrator, Chairs, faculty, and lecturers while serving as the primary liaison with SAS and University services. The coordinator handles communications, inquiries, and guides students and faculty through University policies and resources.

Job Description

The Department of East Asian Languages and Civilizations is a department of interdisciplinary scholars who focus on the humanistic tradition of East Asia, covering both the classical and modern civilizations of China, Japan, and Korea. They teach and research the disciplines of history, literary history, linguistics, art history, performance and gender studies, philosophy, religion, and ethics. The Department offers undergraduate and graduate degrees in both Chinese and Japanese Studies and is building a parallel program for Korean Studies.

The Department of Middle Eastern Languages and Cultures primarily studies Egypt, Mesopotamia, Israel/Palestine, greater Syria, Arabia, Iran and the Persianate world, and Anatolia and Turkey. They teach ancient and modern languages including Sumerian, Akkadian, Egyptian, Hebrew, Arabic, Persian, Turkish, and Kurdish. They endeavor in teaching and research to explore past and present social contacts across communities and places. In this way, they push boundaries and frontiers within and beyond the Middle East.

Responsibilities:

The Administrative Coordinator position involves comprehensive event planning and execution, including managing logistics, catering, venue arrangements, speaker invitations, hotel bookings, honorarium payments, and event setup and cleanup. Events range from workshops and speaker series to department gatherings and colloquia.

The position also oversees the maintenance and regular updates of two department websites, electronic resources, and social media platforms, ensuring they are current and engaging.

Visa processing for employees and scholars is a key responsibility, working closely with Penn's International Student and Scholar Services Department (ISSS) to ensure a seamless and efficient visa procurement process.

In addition, the role supports confidential human resources tasks, including assisting with faculty and staff searches, appointments, and maintaining organized and secure records with utmost confidentiality.

Working alongside the Department Administrator and Business Office, the role involves processing Concur reimbursements, managing procurement tasks, and handling all event-related payments, including honorariums, venues, and catering expenses.

The candidate will also ensure the office operates professionally, keeping supplies organized, maintaining a tidy workspace, and welcoming visitors with efficiency and professionalism.

A clear understanding of the department's scholarly and teaching missions, as well as the requirements for majors and minors, is essential. Occasionally, the position may require evening or weekend work.

Qualifications:

High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
Exceptional organizational and time management skills, with the ability to handle multiple priorities and meet deadlines in a fast-paced environment is required
Strong written and verbal communication skills, with attention to detail and a commitment to maintaining confidentiality is required.
Proficiency in event coordination, including logistics, vendor relations, and payment processing is required.
Familiarity with visa processing is preferred.
Competency in using Microsoft Office Suite, Concur, web-based tools, and managing websites and social media platforms is preferred.
Strong customer service skills for effective interactions with faculty, staff, students, and external partners are required
Ability to work collaboratively as part of a team and independently is required.
Knowledge of higher education environments, including academic program requirements for majors and minors is preferred.
Flexibility to work occasional evenings or weekends to support departmental events is required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range
$20.45 - $29.00 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.

Equal Opportunity 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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Williams-Hall---8th-Floor/Administrative-Coordinator--Departments-of-East-Asian-Languages---Civilizations-and--Middle-Eastern-Languages---Cultures_JR00102232