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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
Scheduling Coordinator, Wharton Operations
Job Profile Title
Job Description Summary
The Wharton Operations Scheduling Coordinatorâ™s primary job function is to schedule space for academic, administrative and student club related activities. Provide assistance to the Associate Director of Scheduling Services, the Senior Scheduling Coordinator, the Academic Administrator and the Event Operations Manager as needed to complete the confirmation of space requests and creation of invoices for billable space reservations including associated housekeeping costs. The Scheduling Coordinator must ensure communication of accurate information to Wharton and University clients in a timely manner. Responsible for generating reports and compiling data to assist the Associate Director of Scheduling Services with review of complex wide space utilization. The Scheduling Coordinator will serve as the back up to the Senior Customer Service Representative at the Wharton Operations Customer Support Center. In addition the Scheduling Coordinator will be responsible for maintaining the Operations website ensuring that all policy information either online or in associated collateral materials is up to date and in accordance with School and department policies.
DUTIES: The Scheduling Coordinator is responsible for assisting with the intake and review of space requests from the Wharton and University community, including coordination of space assignment for academic, administrative, student club related activities and special events.
This includes the assignment of downstream resources in Ad Astra Schedule for any events that require additional support for food & beverage or other needs.
Responsible for outreach to clients hosting all day workshops or mini conferences using classroom space, to obtain details for their meetings including but not limited to selected caterer, housekeeping service times, delivery times such as loading in/out of the loading dock and communication of policies to event hosts.
Create and process invoices for billable space reservations including housekeeping charge follow ups.
Generate and post signage as needed throughout the complex to communicate room changes, exam locations, quiet study locations and other signage to communicate that spaces are offline for academic use, maintenance or special events.
Generate reports for the AD of Scheduling Services, Academic Administrator, Sr. Scheduling Coordinator and the Event Operations Manager to assist with space forecasting and historical trends.
Responsible for the oversight and reporting of usage data for Quiet Study and Student Lounge spaces within the complex.Â Compile data collected into weekly, monthly and semester long reports for the AD of Scheduling. In addition adjust Quiet Study holds and reservations as needed and communicate these changes to the scheduling team, security personnel and UG and MBA Student Life teams.
Maintain and edit the Operations Website (Word Press) as well as all documentation and collateral materials whether online or in print format, to include: policies, procedures, space confirmations, event planning guides, templates, alcohol agreement, canned email responses, etc.Â
Serve as back up to the Senior Customer Service Representative at the Customer Support Center to include but not limited to: covering the desk when SCSR is out of the office for lunch, meetings, PTO and sick time. This includes answering the phone, repair-it emails, communicating issues to the building management team, contact classroom support personnel to be dispatched to assist faculty in classrooms, etc.
Track and report policy violations for any group with a reservation in the complex.Â
Assist the Academic Administrator with software maintenance of Astra Schedule including but not limited to: de-duping of people records, updating customers, maintaining person list, addition of instructors on an as needed basis.
Associates Degree and 5-7 years of scheduling experience or equivalent combination of education and experience.
Ability to work in a computerized environment utilizing multiple programs, experience with Ad Astra (Astra Schedule) is preferred.
Strong excel skills for creation and management of ongoing reports is required.
Intermediate WordPress skills are required.
Must have strong verbal and written communication skills; exceptional organizational and time management skills and a keen attention to detail.
Ability to multitask and think clearly in a fast paced environment as well as discretion regarding communication.
The schedule for this position is Monday through Friday from 8:30AM to 5:30PM.
This position must coordinate paid time off (PTO) around academic and event calendar milestones.
Cover letter and resume required.
Working Conditions: Office, library, computer room
Physical Effort: Typically sitting at a desk or table; Occasional lifting 25 pounds or less.
Job Location - City, State
Department / School
$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.
Internal Number: JR00005347
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.