Undergraduate Coordinator, Penn Political Science

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

Undergraduate Coordinator, Penn Political Science

Job Profile Title

Academic Coordinator

Job Description Summary

Provide coordination and high-level academic support for the Undergraduate Chair, the Associate Director of Undergraduate Studies and the Undergraduate Program in the Political Science Department. Help manage the undergraduate major and honors program. Course planning and management, student records and working with university offices. Some financial support for the department, primarily the UG program. Act as the work-study supervisor for the department. Coordinate and plan events including the thesis poster sessions and the yearly graduation reception. Assist office manager with projects and duties as needed.

Job Description

The Penn Political Science Department is a large and vibrant community, with 36 standing faculty and approximately 60 Ph.D. students. The political science department is also the home to one of the largest undergraduate majors in the School of Arts and Sciences and houses five undergraduate minor programs. In addition to our Political Science initiatives, programming, and groups, our faculty and students also play key roles in numerous centers and organizations across Penn’s campus.

DUTIES:

Curriculum Management and Planning : Manage course work. Work with the associate director of undergrad studies and the undergrad & graduate chairs to coordinate schedules and course planning. Continue to be the liaison between the department and the Director of Course Management, Student Records and the Registrar’s office. Some of the tasks include course-scheduling, course planning, grades, independent studies, special requests, projects, permits, finals, reports, course inventory, classroom assignments, wait lists and cross-listings.

Undergraduate Program : Handle major/minor declaration. Act as the first point of contact for XCAT requests for all transfer, study abroad, and credit away courses. Assist with undergraduate planning and events. Participate in undergraduate major fairs and events. Create and share weekly email news for undergraduates. Work with the McNeil business office to assist with undergrad grants, prizes or reimbursements. Purchase items on Penn Pro-Card.

Planning, Projects, and Events : Coordinate with department Chair’s (undergrad and grad) and Associate Director of Undergraduate Program with projects and events. Prepare reports by collecting data (space/addresses). Keep up to date records for department faculty and staff. Coordinate applications for Pi Sigma Alpha; communicate with the Pi Sigma Alpha national office, as necessary; distribute honors cords; circulate announcements and materials. Assist with organizing department events – room reservations, catering, set-up, and breakdown. This includes the yearly graduation reception to be organized each May.

Miscellaneous : Responsible for departmental mail. Department contact for our copiers – service and ordering supplies. Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies and putting away supplies. Check 3rd and 4th floors daily for supplies that may need replenishing. Make sure general areas are in good order.

Work-Study Supervisor : Hire work-study students each semester for the department and faculty. Post work-study and research jobs. Create and distribute schedules and work lists for students. Monitor workload and keep track of time. Delegate assignments. Make sure work-study are completing tasks. Department contact for all work-study, student workers and research assistants for PSCI community

QUALIFICATIONS:

• H.S. Diploma or GED required, with 5-7 years of related experience or equivalent combination of education and experience. Bachelor’s degree preferred.

• Excellent interpersonal, organizational and communication skills required. Ability to manage multiple projects simultaneously and set and adhere to deadlines.

• Candidates must be highly motivated. MUST be able to work independently and in a team setting.

• Proficiency with Microsoft Office suite (Word, Excel and Outlook) is required. Experience with course management software is a plus. Willingness to learn and apply new technologies as needed.

• Knowledge of Penn or experience in a university setting is strongly preferred.

Job Location – City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$20.45 – $28.00 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. 

Affirmative Action 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.

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