Program Coordinator

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 consistently ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers.

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.

Posted Job Title

Temporary Program Coordinator, Office of Career Strategy

Job Profile Title

Temporary Employee - Non-Exempt

Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished law schools. We offer a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania, and a supportive intellectual community for our scholars, staff, and students alike. The law school is renowned for supporting talented students and graduates as they develop and achieve their career aspirations in the legal marketplace of their choosing.

The temporary Program Coordinator, who reports to the Associate Dean for Career Strategy and works closely with the Administrative Coordinator, supports office administration, with administrative and project support for all program areas of the office, including private sector; public sector; clerkship and academic; and international careers. The Program Coordinator ensures office systems run smoothly and provides a welcoming environment to students and other visitors to the Office of Career Strategy.

This is a temporary full-time, hybrid eligible position with the expectation that in-person scheduling is done in coordination with the Administrative Coordinator, ensuring the office has in-person support 5 days a week. Responsibilities include:

Job Description

Manage the Penn Carey Law job posting and employer event posting process and maintain the online job and employer event bank, ensuring timeliness, consistency, accuracy, and compliance.

• Post jobs and events on behalf of employers and approve employer posted jobs and events in the Penn Carey Law online job bank, ensuring timeliness, consistency, accuracy, and compliance with recruiting and nondiscrimination policies.
• Maintain updated employer contacts in the online database and approve new employer registrations
• Communicate with employers regarding their open positions and job posting options and needs.
• Prepare and deliver resume collection packets to employers.
• Supervise and train undergraduate work study students and graduate interns on job and employer event posting duties.

Assist with the public interest fellowship process and provide support for public sector and international programs and services.

• Provide administrative support for the public interest fellowship program, including drafting award letters and preparing and processing invoices.
• Coordinate with fellowship placement organizations and Business Affairs to track and ensure timely and accurate payment of fellowship funds.
• Assist with public sector and international programming, projects, and services, including the Public Interest Public Service job fair managed in collaboration with the GPALS consortium.

Assist in the development and delivery of OCS student programs and services.

• Assist as assigned with design and production of program resources, including, e.g., power point presentations, resource guides, handouts, webinars, and video tutorials, as well as the communications to students to promote such events.
• Assist in hosting assigned educational programs such as professionalism programming, Practice Area Fairs, etc., virtual and in-person.  Contribute systems and on-site support for all events.

Provide administrative support for OCS-sponsored recruiting programs

• With Associate Director for Recruiting Programs and Employer Relations and the Administrative Coordinator, provide administrative support for OCS recruiting programs (private and public sector) including helping with registration, interview scheduling, document management, and managing virtual interview technology.
• Field tech-related, administrative, and logistical questions from employers and students.
• Assist with day-of recruiting program needs.

Provide administrative support for the clerkship application and academic job search process.

• With the clerkship advising team, evaluate and execute processes and systems used to provide comprehensive application support to students and alumni.
• Recommend and implement changes to the processes, as appropriate.
• Manage student and alumni application processes, including formal application programs, for approximately 150 applicants annually, including, but not limited to printing applications, recommendations, and mailing labels, creating email versions of faculty letters, and uploading faculty letters to OSCAR.
• Provide support for academic job search and application process.

Maintain, organize, and update OCS databases, online resources, and electronic organizational systems.

• Design, edit, and update the OCS website in collaboration with the PCL Communications Department.
• Maintain and organize the OCS SharePoint site.
• Develop and maintain OCS Canvas courses.
• Develop and update employer databases.

Welcome students and visitors to the OCS Office.

• With the Administrative Coordinator, serve as a first representative to students, employers, and other OCS guests by providing a welcoming and responsive assistance to those entering the office.
• Assist students with basic questions regarding events and resources.  Schedule appointments with counselors as needed.  
• Serve as additional support during busy seasons to ensure general office emails are routed appropriately and receive timely responses. 

Other duties as assigned

Qualifications:

EDUCATION/EXPERIENCE: A High School diploma or GED and two to five years of experience are required; a college degree and experience in higher education are strongly preferred. Experience working in a highly diverse environment and meeting the needs of a variety of audiences is a plus as is an inclination toward a collaborative work style and work environment.  Experience with law students and law career strategy preferred.

PROVEN ABILITY TO manage a host of competing demands at once. Must demonstrate an ability to devise and implement systems that create efficiencies and accuracy. Experience in and ability to provide a welcoming and helpful environment to students and visitors to the OCS Office as well as experience in personnel matters. Knowledge of currently used systems (FloRecruit, Canvas, Canva, website maintenance software, Microsoft Office suite) helpful.

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. For clarity, this includes not discriminating on the basis of ethnicity, gender, gender identity or expression, and military status as required by the American Bar Association Standard 205.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Law School

Pay Range

$7.25 - $25.00 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, 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 
A background check 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 and Life: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare.
• 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.

Please note that benefit eligibility is determined/based on ACA guidelines.