Overview

Job Location:
Annenberg School for Communication

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title

Human Resources Coordinator – The Annenberg School for Communication (Hybrid Eligible)

Job Profile Title

Administrative Coordinator

Job Description Summary

The Annenberg School for Communication is a unique place at Penn. Our students receive an education that encourages them to redefine what communication studies can do, and what media expertise entails in the real world. In addition, our faculty, scholars, and students produce rigorous multidisciplinary research that changes the understanding of media institutions and their effects. Our staff support this work as part of an intimate work environment, wherein faculty, students, staff, and scholars are one interactive community. As the smallest of Penn’s 12 schools, Annenberg staff enjoy a small-school environment along with the benefits of working for the larger institution that is the University of Pennsylvania. We think this makes us a truly distinctive employer at Penn.

Reporting to the Director of Human Resources, the Human Resources Coordinator will play a vital role in executing and supporting the HR Generalist processes and initiatives of the Annenberg School Human Resources Office, including all Workday processes, recruitment and hiring, onboarding/offboarding, email queries, electronic file maintenance, and coordination around the HR-related needs of the school community.

Job Description

  • Provide administrative and operational support to the Director for all HR functional areas as needed, as well as assisting with the coordination of special projects.

  • Support the Director and school hiring officers with responsibilities related to the recruitment and hiring process, including guidance with the preparation of job descriptions and all Workday processing activity such as posting positions, dispositioning candidates, scheduling interviews, initiating background checks, recording and uploading interview notes, compiling and uploading feedback, etc. Create internal process documents to be shared with hiring officers.

  • Serve as the initial point of contact for newly hired staff, providing the first level of information and support, engaging the Director and other school staff as needed. This position is responsible for ensuring appropriate Penn and ASC onboarding, including the completion of Workday onboarding and the school’s internal intake process, conducting school-level onboarding sessions, and creating and implementing a schedule of onboarding activities. This position will also support all offboarding functions.

  • Functioning in a customer service capacity and with a thorough knowledge of school and university procedures and relevant Workday processes (self-service, recruitment and staffing, performance etc.), provide general information and support related to HR inquiries from the school community.

  • Coordinating with Penn’s Office of International Student and Scholar Services, coordinate and manage the visa application process for postdoctoral fellows, visiting scholars, and other academic appointments.

  • Serve as the school’s Service Recognition Coordinator and, working with the school’s Associate Director of Events, support the planning of HR-sponsored events.

  • Identify opportunities for enhanced workflows and processes; propose and implement approved changes. Develop and implement a plan for enhanced electronic record-keeping.

  • Consistently review and maintain ASC HR Office website content and apply updates as needed. 

  • Serve as liaison between ASC HR, Penn core HR, and other institutional offices.

A resume AND cover letter must be submitted to be considered for candidacy.

Qualifications:

H.S. Diploma or GED Required, with 5 years of related experience or equivalent combination of education and experience. Experience working in a college or university setting is preferred. 

Overall knowledge of human resources, administrative, and clerical procedures and systems is required. Experience and comfort with the Microsoft Office suite of tools is required. Candidates must have excellent technological skills and experience managing electronic files. Candidates must be proactive in their approach to their responsibilities, prioritize assignments, and apply problem-solving skills. A thorough attention to detail is needed. Excellent written communication skills are necessary, including knowledge of the standards of professional writing. Excellent interpersonal skills are required, and candidates must possess a courteous and professional manner. Must be reliable, punctual, and exhibit professional maturity. Candidates must have the ability to work independently, and also be comfortable taking direction and functioning as part of a larger school administrative team. Working knowledge of Workday and Penn’s policies and procedures is not required but is preferred. Knowledge of visas and the visa application process preferred.

The ideal candidate will be comfortable working with members of the school community from various backgrounds and cultures and will contribute to an inclusive environment.

Job Location – City, State

Philadelphia, Pennsylvania

Hybrid Eligible – This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School

Annenberg School for Communication

Pay Range

$20.45 – $30.82

Salary 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 
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