PSA 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 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

PSA Program Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

University Life supports undergraduate, graduate, and professional students as they engage in academic, artistic, civic, cultural, and pre-professional experiences. The division is deeply committed to its guiding principles which facilitate the student experience: cultivating a life of meaning and purpose; diversity, equity, inclusion and belonging; a culture of care and support; and organizational effectiveness. University Life Space and Events Management provides a broad range of event, venue, programmatic, and resource support services to the University of Pennsylvania community. Penn Student Agencies (PSA) is a collection of entrepreneurial agencies (within University Life Space & Events) that provides experiential learning/development opportunities to undergraduate and graduate students, as those agencies provide products and services to meet the needs of our student customers.
As a role within University Life Space and Events, the Program Coordinator will support the academic and personal development of the undergraduate and graduate student community within PSA, aligned with divisional guiding principles and departmental outcomes for student care, leadership, development, and engagement. Under the direction of the Program Manager for Penn Student Agencies, the Program Coordinator is responsible for the administrative, financial, and support operations of Penn Student Agencies.
The Program Coordinator is responsible for maintaining accurate and complete financial records, processing financial processes for each of the student-run businesses, and administering administrative needs such as hiring, onboarding, and timekeeping – ensuring integrity and compliance within budgetary units according to university policies, procedural safeguards, and relevant state, federal, and local laws. The Program Coordinator is directly responsible for implementation of the administrative and financial processes for each agency’s operational management, as well as support for central operations. The coordinator supports the orientation, training, and development of student roles focused on administrative and financial processes.

Job Description

Job Responsibilities

• The Program Coordinator will support the academic and personal development of the student community within PSA, and as such provides advisement and support to student leaders on the financial and administrative functions of the program.
• Collaborates with the Program Manager on planning, implementing, executing, and evaluating yearly/ongoing student staff trainings. Identifies gaps and develops appropriate resources/policies/practices aligned with departmental outcomes for student care.
• Responsible for the day-to-day financial operations of the organization such as purchase orders, journal entries, pro-card transactions/reconciliations, non-PO and individual service provider (ISP) payments, reconciliation of closeouts, deposits, and tax collection, revenue processing [cash, checks, wires, credit cards], supplier onboarding and support, invoice processing/tracking/reconciliation.
• Responsible for the day-to-day administrative activity of the organization, including hiring, onboarding, timekeeping, and payroll. Serves as an internal Workday subject matter expert, providing support for the hiring, onboarding, job requisition and timekeeping processes; maintains the hierarchy of security roles and advises on/resolves Workday and hiring issues.
• Perform additional duties as assigned.

Qualifications

A high school diploma or GED and 5 to 7 years of experience, or equivalent combination of education and experience, are required; Associate degree or Two-Year College equivalent preferred. Prior experience in accounting required. Must be proficient with Microsoft Excel. Training in Ben Financials a plus, but not required. The ability to quickly learn computer programs is necessary. Must have prior experience interacting with college students and vendors and be able to clearly communicate policies. Prior student affairs experience is preferred.

Job Location – City, State

Philadelphia, Pennsylvania

Department / School

Student Activities

Pay Range

$20.45 – $25.72 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