Program Coordinator, Office of Career Strategy

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

Program Coordinator, Office of Career Strategy

Job Profile Title

Coordinator, Program

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 Program Coordinator, who reports to the Associate Dean for Career Strategy and works closely with the Administrative Coordinator, supports 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 regular 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

Job Location – City, State

Philadelphia, Pennsylvania

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.

Serve as lead administrator for the clerkship application and academic job search process.

• With Associate Director for Clerkships, 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.

Department / School

Law School

Pay Range

$24.13 – $35.00 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

the pay range assigned to the job profile.

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 protected under applicable federal, state or local law.

Special Requirements 

Background checks 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, 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 

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