Program administrator h1.location_city

Description

Job Responsibilities

• Support of all administrative functions including: answering phones, calendar management, scheduling, managing correspondence, processing budget reports and reimbursements, meeting/event planning, creating or modifying business documents, ordering office supplies, acting as a liaison for any facilities/IT issues.
• Coordinate and maintain organized files in compliance with UPenn and government regulations.
• Supervise and manage student interns (work-study).
• Coordinate logistics for Casa Latina's signature cultural programs including Latine Heritage Month, Día de los Muertos, Carnaval, and Celebrando y Brindando — including vendor outreach, contracts, catering, space reservations, and supply procurement.
• Support planning and execution of recurring monthly programming such as Cafecito con Casa Latina and Sobremesa con Casa Latina, including room setup, materials preparation, and participant communications.
• Assist student organizations and individual students with event planning logistics: vendor outreach, purchase orders, payment processing, supply procurement, and space reservations.
• Assist in website and any other digital/media development and maintenance.
• Manage Casa Latina's social media presence (Instagram, etc.) by drafting and scheduling content that keeps the community informed and engaged with Center programs, events, and announcements.
• Assist with organization and scheduling for outside speakers and visitors.
• Responsible for compliance with applicable University of Pennsylvania (UPenn) Policies and procedures.
• Assist with the upkeep and development of center's assessment tools and annual report.
• Track and reconcile program-related expenditures; process reimbursement requests, purchasing orders, and budget reports in coordination with the Associate Director and Director.
• Other duties and responsibilities as assigned.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.
• Community Connection: Bilingual proficiency in Spanish and English. Familiarity with Latine/Latinx cultures, communities, and contemporary issues. Understanding of first-generation college student experiences and needs. Lived experience as a member of or sustained engagement with Latine communities.
• Operational & Administrative Skills: Event planning and logistics coordination experience, particularly for cultural or community-based programming. Budget management, purchase order processing, or financial reconciliation experience. Vendor management and relationship-building skills. Experience with data collection, tracking, and basic assessment practices.
• Student Engagement & Supervision: Prior experience working with college students in programming, advising, or support roles. Experience supervising student workers, interns, or volunteers. Demonstrated ability to provide mentorship and support skill development.
• Communication & Digital Skills: Social media content creation and community management experience(Instagram, Facebook, etc.) Proficiency with design tools (Canva, Adobe Creative Suite, or similar platforms), strong written and verbal communication skills across diverse audiences. Comfort with learning new technology platforms and administrative systems.
• Professional Qualities: Demonstrated commitment to diversity, equity, and inclusion in professional practice. Self-directed work style with strong organizational and time management skills. Collaborative approach and ability to work effectively as part of a small team. Flexibility and adaptability in a dynamic, fast-paced environment. Eagerness to learn institutional systems and processes.

Application Requirement

• A Cover Letter and Resume/CVare required tobe 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

Student Services

Pay Range

$21.15 - $28.00 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, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

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 protectedunder 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.

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