Administrative Coordinator for Classes and Reunion Team

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 for Classes and Reunion Team

Job Profile Title

Administrative Coordinator

Job Description Summary

The Coordinator works in the central Office of Alumni Relations as an integral member of the Classes and Reunions (C&R) Team—comprised of the Director, three Assistant Directors, and the Coordinator—and the Students & Young Alumni Team, which includes the Director, Associate Director, and Graduate Assistant. This position involves extensive administrative responsibilities, as well as event planning and logistical support. The primary area of responsibility is supporting the Classes and Reunions Program, with a focus on the Homecoming and Alumni Weekend registration processes, as well as class-specific programming throughout the year. A secondary area of responsibility is serving as advisor to the Penn Traditions student group and supporting the Students and Young Alumni Team. The Coordinator also assists Alumni Programs as needed.


The Coordinator works closely with administrative assistants to support Penn Alumni Relations and collaborate on projects as required. The Classes and Reunions Team serves and engages a diverse constituency of current Penn students and undergraduate alumni.

Job Description

Job Responsibilities

Event Registration Support:

• Serve as liaison and primary point of contact for Homecoming and Alumni Weekend registration, collaborating with Classes and Reunions staff, Alumni Relations Communications, campus partners, and third-party vendors to design, implement, and manage registration processes and troubleshoot issues before and during events.

• Maintain registration documentation and event-specific check-in guidance, and serve as Event Manager for the registration tent, including recruiting, training, and supervising staff, volunteers, and students; overseeing on-site registration flow; and coordinating setup and breakdown with Programs and Special Events staff.

• Liaise with vendors, DAR partners, and campus partners to improve registration processes, data collection, and vendor contracts; manage Classes and Reunions and AlumniQ technology; provide benchmarking for registration-based events; and serve as lead customer service manager for alumni regarding registration processes and signature event information.

Manage Programming Budgets:

• Monitor Classes and Reunions and Penn Traditions, Student & Young Alumni Programming budgets.

• Submit all departmental estimates for Purchase Order creation (or Pro Card requests, Bank deposits and Journal transfers).

• Track all payments, coordinating with vendors for C&R Alumni Weekend, C&R General, Penn Traditions, and Young Alumni.

• Manage vendor contracts and billing.

• Perform Fiscal Year End closing duties (vendor communications, tracking status of and closing of purchase orders, work closely with DAR Finance and Facilities team.)

Class Leadership Support:

• Assist with planning and execution of the Penn Reunion Volunteer Kickoff (PRVK), Alumni Class Leadership Council (ACLC) meetings, the biennial Class Presidents event, and other team initiatives.

• Work with the Director and the ACLC Awards Committee to support the annual Class Awards process.

• Provide ongoing support through technical and agenda assistance for ACLC virtual and in-person meetings and by collecting and updating content for the featured Class section of the ACLC website.

Facilitate C&R Team Communications:

• Manage weekly C&R team meeting agendas, maintain team tracking documents, and oversee the Reunion email account.

• Provide support for communications initiatives and assist with website maintenance as needed.

• Collaborate with Alumni Relations Communications staff on large-scale projects.

Student & Young Alumni Programming:

• Support student and young alumni programming in close collaboration with the Penn Traditions and Young Alumni Programs Director and Associate Director.

• Provide administrative and programmatic support to the Penn Traditions Committee and Philanthropy Ambassadors, including management of the Penn Traditions Alumni Engagement Fund (PTAEF) and coordination with The Penn Fund on philanthropy education and events.

• Assume responsibility for budget management and tracking for PTAEF and committee funding, and liaise with student organizations and student affairs administrators to process payments and promote philanthropy initiatives.

• Support and participate in signature student and young alumni programs, including New Student Orientation, Final Toast, New Alumni Orientation, and young alumni events, and collaborate on related communications.

• Provide guidance, training, and administrative support to the Graduate Assistant.

• Partner with Student & Young Alumni leadership and the Assistant Director of Student Philanthropy to develop annual plans, leadership and event management frameworks, and budget training for Philanthropy Ambassadors; lead weekly meetings with student leaders; and support planning and execution of Penn It Forward Week and new Penn Traditions programs.

• Lead the Students and Young Alumni Team’s partnership with the Penn Alumni Ambassador Program for the February Club Wine & Cheese Event, overseeing planning, budgeting, registration, logistics, volunteer coordination, and collaboration with Communications, Programs & Special Events, and external vendors.

Administrative Support and Event Coordination:

• Collaborate with departmental administrative staff to manage all incoming phone calls, including answering general inquiries, directing callers to appropriate staff members, and taking messages as needed.

• Provide front desk coverage on an occasional basis.

• Utilize registration tools to create event registration websites and process registrations for Penn Alumni events.

• Prepare participant name badges and assemble related registration materials.

• Register participants via phone, mail, and on-site, and provide on-site support at events as required.

• Assist the Classes & Reunions Director on all Projects as needed.

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.**

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of progressively responsible administrative experience in public relations, volunteer management, customer service or related field or equivalent combination of education and experience is required.

• Candidate must be willing to work occasional evenings and weekends in conjunction with alumni activities and events.

• Valid driver’s license.

Preferred:

• Demonstrated proficiency with the Microsoft Office suite, social media platforms, and electronic communications.

• Basic knowledge of HTML is preferred and helpful for website design and the creation of online registration sites.

• Budgetary skills are required; familiarity with the University’s financial system, Ben Financials, is preferred.

• The position requires excellent customer service, strong organizational skills, and a high level of attention to detail and accuracy.

• The ability to anticipate needs, take initiative, and effectively multitask in a fast-paced environment is essential.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$21.52 - $23.39 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 protectedunder applicable federal, state or local law.

Special Requirements
Background checks may be 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