Administrative Coordinator, Wharton Computing
University of Pennsylvania

Job Info

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Job location: Huntsman Hall - 4th Floor

Employment Type: Full-time
Posted data: 2021-08-04
Req: JR00036170
University OverviewThe 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.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 TitleAdministrative Coordinator, Wharton ComputingJob Profile TitleAdministrative CoordinatorJob Description SummaryAs the Administrative Coordinator, you join Wharton Computing's Communication and Coordination team with the mission of mastering the hardware and software asset life cycle. As the authoritative voice on what hardware and software the organization uses, and how it is purchased, you will strategize ways to make the process more efficient. You will identify, and enact, ways that the entire asset management process can be improved. You're the kind of person who enjoys helping others and being the one people turn to for quick answers. You aren't afraid to ask questions. You will also serve as the point of contact for the University's Property Management Group and be responsible for ensuring certain equipment is tagged and tracked from install to decommissioning. You'll bring your organizational skills to help schedule meetings, maintain office supplies, and oversee the reception area. As part of the greater Communication and Coordination team you will be cross-trained on a variety of duties and join our efforts to craft world-class documentation.Job Description

Responsibilities:

• Manage software licensing process for Wharton Computing. Place all bulk software purchasing orders. Track and create reports on software and cloud service purchases made by Wharton Computing staff, with a focus on transparency, minimizing duplication, reducing costs and creating efficiencies. Maintain records of software purchase details and ensure timely renewals. Maintain a good working knowledge of Wharton's purchasing procedures, and act as a primary source with the group for such knowledge. Work with counterparts at the University level to further these goals where possible. Serve as a point of contact for all Wharton Computing staff with questions around licensing.

• Contribute technical and organizational knowledge to various cross-team projects where appropriate. Create and maintain customer-facing documentation in appropriate knowledge bases around the asset life cycle and on licensing resources, as well as on the resources and procedures used by this position.

• Serve as the Asset Administrator for Wharton Computing and point of contact for the Property Management Group at the University. Work with colleagues and use Wharton Computing's asset management system and the University's to maintain physical inventory. Coordinate proper recycling and/or donation of decommissioned equipment in accordance with policies set forth by the University of Pennsylvania.

• Provide administrative support for the department, including ordering lunches, office and kitchen supplies, and occasionally overseeing the Wharton Computing reception area.

• Work with the Communications team to review, proofread and test knowledge articles, end user notifications, and other communications.

• Other duties as assigned.

Qualifications
Associate's degree or two-year college equivalent required and 1-2 years of work experience, or equivalent combination of education and experience is required. The ideal candidate for this position is detail-oriented, highly organized, and comfortable working in multiple software systems at one time. They should be creative problem-solver, be proficient in advanced planning, and eager to learn new technologies. Experience using applications in the MS Office suite in particular Word, Outlook, and Excel are required, as are good writing, proofreading, and organizational skills.

Working Conditions
Office, Library, Computer Room

Physical Effort
Typically sitting at a desk or table

Job Location - City, StatePhiladelphia, PennsylvaniaDepartment / SchoolWharton SchoolPay Range$20.00 - $36.00

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

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