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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.
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Posted Job TitleOffice Manager, Biddle Law Library (HYBRID ELIGIBLE)Job Profile TitleAdministrative CoordinatorJob Description SummaryPenn Law is one of the nation's oldest and most distinguished law schools. The school offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making Penn Law an extraordinarily supportive academic community for its scholars and students alike.Responsibilities Include
Serve as lead office manager for the Biddle Law Library
Ensure office operations are running smoothly; recommend and implement office processes.
Provide calendaring support to the Associate Dean.
Provide general administrative support to library staff.
Assist with hiring and onboarding work study and student employees.
Provide administrative support for onboarding new staff.
Assist in travel arrangements for non-local recruits.
Office Communication and Data Management
Prepare, edit, maintain, and archive departmental reports, spreadsheets, presentations, and other critical data.
Develop and maintain an office-wide calendar, ensure publication of events to Penn Carey Law and other calendars.
Manage and oversee library documentation and files.
Draft and send acknowledgments to donors.
Help to manage and maintain the library's contacts on the website.
Serve as liaison between law library and Facilities and Information Technology Services departments to report and resolve facilities and technology-related issues.
Provide financial administrative support for Biddle Law Library
Work with law library leadership team to compile budget submission.
Serve as liaison between law library and Business Affairs office regarding financial matters, including submitting invoices for payment and tracking and reconciling expenditures.
Reconcile p-card expenses and journal transactions to the appropriate expense accounts. Maintain p-card digital and physical receipts.
Compile and review staff Concur reports.
Submit relocation reimbursements requests to Business Affairs.
Event Management
Create and manage room reservation requests.
Support engagement and outreach activities by providing event coordination, assisting with expense tracking, and designing promotional materials.
Complete all steps for program and event implementation: devise calendar, ensure appropriate marketing and invitation for events, manage RSVPs, reserve rooms and tech support, catering, etc.
Book travel for external guests and speakers.
Other Duties as Assigned
Qualifications:
Required:
HS degree and 5-7 years of experience; one to three years of administrative experience in an office environment; or equivalent combination of education and experience.
Ability to organize tasks and priorities, and to work with minimal supervision.
Ability to take initiative and assume responsibility for support functions.
Accuracy and efficiency in managing fiscal matters.
Proven ability to devise and implement systems that create efficiencies and accuracy.
Excellent verbal and written communication skills.
Excellent critical thinking skills and a proven ability to problem-solve creatively and diligently.
Strong facility with the Microsoft Suite (Word, Excel, Powerpoint).
Demonstrated experience in working within a collaborative and team structure.
Commitment to the Penn Carey Law Ideals.
Preferred:
Bachelor's degree
Three to five years of experience in an office environment.
Proficiency working in Sharepoint.
Experience working as an arranger within Concur
Experience working in higher education.
Experience in event planning or coordination.
Experience in project management.
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.
A cover letter is required with application materials.
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.
Department / SchoolLaw SchoolPay Range$20.45 - $30.82Salary 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
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