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University of Pennsylvania
  • Position Number: 2522147
  • Location: Philadelphia, PA
  • Position Type: Deans - Health


Academic Affairs 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 Employers By State in 2021.

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
Academic Affairs Coordinator

Job Profile Title
Coordinator B

Job Description Summary
Manage special projects for the Assistant Deans in the Office of Academic Affairs. Monitors status of projects; Gathers information via fact-finding activities, web searches, requesting data; Synthesizes data from across multiple departments for information-sharing; Assembles, analyzes and prepares final deliverables in a variety of formats appropriate for a variety of constituencies. Utilizes sound judgment, effective planning and timely follow-up to ensure effective use of Assistant Deans' time. Manages complex calendars using discretion to prioritize meetings and maintain professional relationships. Composes correspondence. Manages expense reimbursements; Coordinates meetings handling all necessary arrangements; creates presentations and updates OAA websites and SharePoint sites as needed. Coordinate the high-volume educational verification process in conjunction with the Assistant Deans, Registrar and Associate Registrar for all current and former School of Nursing students on a timely basis including state boards of nursing licensure process. Provides coordination and support to School of Nursing Financial Aid office. Coordinates grant proposal processes for training and financial aid grants.

Job Description

Manages special projects for the OAA Assistant Deans.
  • Monitors status of projects; researches, summarizes and evaluates relevant issues and creates presentation materials as needed.
  • Collects information through fact-finding activities, web searches, and data acquisition.
  • Synthesizes data from multiple departments and sources for information sharing and to support decision-making.
  • Analyzes and prepares final deliverables in a variety of formats appropriate for a variety of constituencies.
  • Coordinates strategic planning support and special projects utilizing sound judgment and initiative to determine appropriate handling of a wide variety of activities.
  • Executes special strategic projects for the Assistant Dean, including those related to new degree offerings, online learning, etc.
  • Update OAA website as needed.
  • Participates in OAA sponsored events as necessary.


Manages budgets, provides administrative support for the Assistant Dean of Admissions & Academic Affairs and the Assistant Dean for Innovation and Curricular Affairs using sound judgment.
  • Manages budgets for the Assistant Dean as assigned. Processes and tracks records of expenses and reimbursements. Reviews monthly accounts with Assistant Dean, reports irregularities and follows up as appropriate. Ensures that expenditures are within budget parameters.
  • Compose confidential and sometimes sensitive correspondence such as: formal letters of response to requests for leaves of absence and return from leave letters and informational email updates to nursing students, faculty, and staff.
  • Coordinates and maintains the Assistant Dean's schedules, commitments and travel needs.
  • Resolves conflicting demands on their time by using sound judgment and attaining an understanding of their priorities. Coordinates meetings handling all necessary arrangements (room reservations, participant lists, invitations, special equipment, technology needs, catering, etc.).
  • Manages Assistant Dean's office and project commitments, including design and maintenance of tracking systems for historical documents, current project documents, and research documents.


Coordinate the high-volume educational verification process in conjunction with the Assistant Deans, Registrar and Associate Registrar for all current and former School of Nursing students on a timely basis including state boards of nursing licensure process.