Job Information
University of Pennsylvania Penn Global Front Desk Coordinator in Philadelphia, Pennsylvania
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
Penn Global Front Desk Coordinator
Job Profile Title
Administrative Assistant B
Job Description Summary
Driven by Penn Global’s mission of bringing the world to Penn and Penn to the world, the Penn Global Front Desk Coordinator plays a vital role in creating a welcoming environment and serving as a resource for visiting students, faculty, staff, and guests.
This position is responsible for receiving all visitors to Penn Global’s offices at 3935 Walnut Street and serves as the first line of support to students, staff, and faculty seeking information on immigration, integration, and global opportunities available to the Penn community. This position provides robust receptionist support to the following Penn Global offices: International Student and Scholar Services, Penn Abroad, Global Initiatives, and the Penn Global Business Office. In addition to managing the visitor experience, this position oversees several administrative tasks for the offices, including email and phone management, handling physical mail, maintaining office supplies, coordinating calendars and room bookings, and arranging catering.
The position is responsible for understanding the daily functions of the offices it supports, participating in weekly meetings and trainings to stay up-to-date on the most relevant information to our campus community, and conveying accurate and pertinent information to stakeholders in person, by phone, and via email.
This role requires excellent interpersonal skills and the ability to effectively interact and communicate with diverse communities. Additionally, the candidate must be able to exercise discretion when handling confidential and sensitive matters. A strong interest in global work is ideal.
Job Description
Job Responsibilities
Management of the Penn Global Visitor Experience: Welcome all visitors to Penn Global and support as relevant to their needs including being prepared to receive and greet high-profile guests on behalf of Penn Global; Respond to basic immigration or global opportunity inquiries from students and faculty or direct to relevant staff as applicable; Manage the appointment check-in system and ensure visitors are being seen by staff in a timely manner.
Management of the Penn Global Reception Area: Perform daily opening and closing procedures of the office including turning on the lights, re-stocking brochures, turning on appropriate tech/video screens, ensuring iPads are fully charged and docked for check-in via The Receptionist. Post appropriate signage during office closures, including holidays or Penn Global-wide events.
Phone Call Management: Answer and return all calls received to both the ISSS and Penn Abroad main phone lines. Respond to basic immigration or global opportunity inquiries, and elevate calls to appropriate staff as relevant; Prior to all holidays or University closures, set the away voicemail on the phone, including the number of Penn Police in case of an emergency, when the office is closed. On return from all holidays or University closures, remove the away messages from the phone system.
Email Management: Monitor and respond to all emails received to both the ISSS and Penn Abroad main email inboxes. Respond to basic immigration or global opportunity inquiries, and elevate emails to appropriate staff as relevant; Prior to all holidays or University closures, set the away email message, including the number of Penn Police in case of an emergency, when the office is closed. On return from all holidays or University closures, remove the away messages from the email system.
Management of Room Booking & Scheduling Systems: Serve as the primary administrator of the Robin App for desk reservations; Serve as the primary administrator for the Penn Global O365 calendars and coordinate reservations for the 5th and 6th floor meeting spaces, including reviewing and approving all meeting space requests.
Management of the Mail: Receive and disburse mail and deliveries to correct recipient; Accept and sign for deliveries when they arrive; Support staff with preparation of documents for mailing including generating labels, and ensuring the appropriate amount of mailing materials are readily available in the office at all times (FedEx, DHL, UPS).
Office Supplies Procurement: Oversee office supply orders, assessing inventory needs and negotiating with suppliers for quality products. Regularly manage the kitchen inventory (cutlery, plates, coffee, tea, etc), including re-ordering and re-stocking as needed and reconciling expense.
Building Maintenance: Submit building tickets when something needs to be fixed.
Catering Coordination: Manage catering services for routine in-office events, coordinating logistics, menu selection, and vendor relationships for a smooth experience and reconciling expense.
Qualifications
High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
Bachelor's Degree preferred.
Related experience in a comparable office setting.
Commitment to customer service.
Excellent communication, organizational, and interpersonal skills.
Ability to work effectively with people of diverse national backgrounds.
Demonstrated ability to work independently, use good judgment, perform several tasks simultaneously.
Works well as a member of a team in a fast-paced environment.
Familiarity with basic U.S. immigration regulations as they pertain to international students and scholars preferred, but not required.
Familiarity with study abroad programming and other global opportunities preferred, but not required.
Experience with MS Word, Excel, and Internet communications, and/or University of Pennsylvania Student Records System are highly desirable.
U.S. citizen or lawful permanent resident (required by U.S. federal regulations to be able to sign immigration documents).
Application Requirement
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Penn Global
Pay Range
$17.98 - $26.00 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.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.
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