Job Details

Administrative Coordinator, Pre-Baccalaureate Program - Wharton Global Youth

Position Number: 6226955
Location: Philadelphia, PA
Position Type: Admissions/Enrollment

Administrative Coordinator, Pre-Baccalaureate Program - Wharton Global Youth

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, Pre-Baccalaureate Program - Wharton Global Youth

Job Profile Title
Administrative Coordinator

Job Description Summary
Wharton School Overview
Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

Job Description

The Wharton Global Youth Program is seeking an Administrative Coordinator to oversee communications, operations, and delivery of the Wharton Pre-Baccalaureate Program, a dynamic program designed to introduce high-achieving high school students to credit-bearing coursework at The Wharton School.

The Administrative Coordinator will play a pivotal role in ensuring the seamless execution of the program, with responsibilities including facilitating student support services, overseeing department and instructor communication, and coordinating registration and billing. Additionally, this role will support the Admissions Committee by facilitating application review and assisting in the evaluation process.

The Administrative Coordinator will also serve as a primary resource for prospective and admitted students by triaging inquiries in the program's helpdesk, addressing application-related questions, and providing guidance throughout the admissions and enrollment process. This position requires strong organizational, communication, and problem-solving skills to ensure a high-quality experience for all applicants and participants.

RESPONSIBILITIES

Administrative Coordination

Coordinate with academic departments and course instructors by assisting in creating course rosters, drafting offer letters, and updating course syllabi, under direction of course instructors.
Update website and marketing materials to ensure quarterly course offerings are accurate and current
Coordinate the communication and processing of federal and state background checks required for working with minors to relevant instructional staff
Facilitate smooth delivery and operation of individual and cohort-based courses by providing administrative support and resources to users.
Serve as liaison between faculty and Courseware team to ensure quarterly course management and revisions within Canvas are timely and accurate

Admissions and Application Support

Provide support during the priority admissions window, responding to applicant inquiries, troubleshooting issues, and efficiently triaging cases through the helpdesk
Support the admissions committee in the application review process by coordinating reviewer onboarding, assisting with system access, and distributing evaluation rubrics and criteria.
Act as a point of contact between application readers and the admissions team, facilitating clear communication and ensuring smooth coordination throughout the review process.

Registration and Billing

Support the student record creation and course registration processes by implementing standardized procedures and utilizing designated templates.
Import necessary feeder files/data for student billing
Process manual tuition adjustments for applicable students
Audit billing records and payments in accordance with Bursar's billing timelines
Pull course registration data, term enrollments, and financial records

Student Support

Provide administrative support for the student advising, registration, and access setup process for Pre-Baccalaureate students by facilitating communications, maintaining records, and ensuring accuracy in student information.
Provide support to ensure student understanding of, and access to, relevant university learning resources
Support the WGYP team in assisting Pre-Baccalaureate students with course selection and respond to inquiries from students, including those related to tools, access, and transcripts within Canvas.
Monitor and respond to student inquiries in a timely manner, providing administrative support for questions related to access, tools, and general course information.

QUALIFICATIONS

H.S. Diploma or GED Required, with 5-7 years of related experience or equivalent combination of education and experience. Bachelor's Degree highly preferred.
Ability to multi-task priorities in a fast-paced environment
Excellent writing, proofreading, and professional communication skills
Excellent organizational skills
Work successfully both independently and as part of a team
Experience working in an educational institution (higher education and/or secondary) preferred
Previous experience using Microsoft Office suite particularly Excel and PowerPoint, SalesForce, and Campaign Monitor

Please submit resume + cover letter with your application.

Job Location - City, State
Philadelphia, Pennsylvania
Administrative Coordinator

Department / School
Wharton School

Pay Range
$21.15 - $29.84 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 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

Equal Employment 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.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/SteinbergDietrich-Hall/Administrative-Coordinator--Pre-Baccalaureate-Program---Wharton-Global-Youth_JR00105854