Graduate Program and Administrative Coordinator - Materials Science and Engineering - Penn Engineering

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.
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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
Graduate Program and Administrative Coordinator - Materials Science and Engineering - Penn Engineering
Job Profile Title
Academic Coordinator
Job Description Summary
The Graduate Program and Administrative Coordinator in the Materials Science and Engineering department in Penn Engineering will serve as the lead staff person for the departmental graduate programs and is a core member of the departmental support team.
Reporting to the Director of Administrative and Academic Services, the Graduate Program and Administrative Coordinator will support the Graduate Group Chair, Director of the Master’s Degree Program, and Ph.D. Admissions Chair by managing all graduate academic processes including admissions, graduate student procedures and processes as set by the University and Penn Engineering, advising students on curricula, and maintaining data. The coordinator will help to steward Ph.D. and master’s students through the entire student lifecycle from admissions through to commencement. As a core member of the departmental support team, the coordinator will provide significant support for departmental needs and events.
Job Description
Job Responsibilities
Graduate Advising
● Oversee the entire graduate student lifecycle for both Ph.D. and master’s students, from admissions to commencement, including advising students, monitoring student progress, and student communications.
● Provide comprehensive administrative support to the Graduate Group Chair, Director of the Master’s Degree Program, and Ph.D. Admissions Chair.
● Serve as an advisor to the Ph.D. and Master’s students, able to advise on high level issues in coordination with faculty graduate leadership, including oversight of students' academic plans in DegreeWorks.
● Manage shared graduate files and data, including for alumni, both within the department shared drive and University systems such as Curriculum Manager, Path@Penn, BP Logix, Slate, and DegreeWorks.
Graduate Coordination
● Organize all key graduate student events and activities including New Student Orientation, Master’s welcome and commencement activities, Ph.D. student cohort meetings, Master’s and Ph.D. info sessions, Ph.D. visit day, Ph.D. qualifying exams, and Ph.D. oral exams.
● Handle all TA appointments, working closely with Penn Engineering Financial Services (PEFS) Payroll to ensure accuracy and adherence to established policies.
● Manage the MSE Graduate Group including bylaws, appointments, membership, and communications.
● Serve as the liaison to the MatGO graduate student group.
Administrative Coordination
● Manage travel and reimbursements for departmental visitors.
● Assist in overall departmental support including greeting visitors and events support.
● Cross-train in general departmental administrative needs including supply ordering, seminar coordination, web management, and social media.
Qualifications
● Bachelor’s degree and a minimum of two to three years of related experience or an equivalent combination of education and experience.
● Demonstrated exceptional technological savvy including extensive familiarity with Google and Microsoft products and mastery of data management, especially spreadsheets. Experience with Banner, Slate, BP Logix, reimbursement systems, and/or DegreeWorks a plus.
● Demonstrated excellent organizational, interpersonal, customer service, and oral and written communication skills. Problem solver able to take the initiative and anticipate student and faculty needs.
● Must be able to multitask while maintaining a high level of professionalism and attention to detail in a deadline-driven environment.
● Ability to interpret and apply institutional policies and procedures and communicate them effectively to students and faculty to ensure compliance.
● Demonstrated ability to maintain strict confidentiality of records and sensitive information.
● Experience with communications, social media, and web preferred. .Experience in advising or international affairs a plus.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Engineering and Applied Science
Pay Range