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Graduate Program and Administrative Coordinator – Materials Science and Engineering
Penn Information Systems & ComputingPosted 10/21/2026full-timePhiladelphia • Pennsylvania • United StatesJuniorMid-Level💰 $22 - $32 per hourWebsite
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in managing the graduate student lifecycle, including advising, data management, and event coordination. Proficient in utilizing institutional systems and maintaining effective communication with students and faculty.
Highest-signal resume keywords
Graduate Student Lifecycle ManagementData ManagementDegreeWorks ProficiencyOrganizational SkillsCommunication Skills
About the role
Key responsibilities & impact- Oversee the entire graduate student lifecycle for Ph.D. and master’s students from admissions to commencement
- Advise students, monitor progress, and manage student communications
- Provide administrative support to the Graduate Group Chair, Director of the Master’s Degree Program, and Ph.D. Admissions Chair
- Advise Ph.D. and master’s students on high-level academic issues and oversee academic plans in DegreeWorks
- Manage graduate files and data for current students and alumni in departmental and University systems
- Organize graduate student events and activities, including orientations, welcome and commencement activities, cohort meetings, information sessions, visit day, qualifying exams, and oral exams
- Handle TA appointments and coordinate with Penn Engineering Financial Services Payroll
- Manage the MSE Graduate Group’s bylaws, appointments, membership, and communications
- Liaise with the MatGO graduate student group
- Manage travel and reimbursements for departmental visitors
- Assist with departmental support, visitor greeting, and events
- Cross-train in supply ordering, seminar coordination, web management, and social media
Requirements
What you’ll need- Bachelor’s degree and a minimum of two to three years of related experience or an equivalent combination of education and experience
- Exceptional technological savvy, including extensive familiarity with Google and Microsoft products
- Mastery of data management, especially spreadsheets
- Experience with Banner, Slate, BP Logix, reimbursement systems, and/or DegreeWorks is a plus
- Excellent organizational, interpersonal, customer service, oral, and written communication skills
- Problem-solving ability, initiative, and ability to anticipate student and faculty needs
- Ability to multitask with professionalism and attention to detail in a deadline-driven environment
- Ability to interpret and apply institutional policies and procedures and communicate them effectively
- Ability to maintain strict confidentiality of records and sensitive information
- Experience with communications, social media, and web preferred
- Experience in advising or international affairs is a plus
- Background checks may be required after a conditional job offer
Benefits
Comp & perks- Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
- Flexible spending accounts for eligible health care and dependent care expenses
- Tuition assistance for employees, spouses, and dependent children
- Tuition assistance for dependent children at other institutions
- Basic, Matching, and Supplemental retirement plans
- Pre-tax or Roth retirement savings options
- Investment options through TIAA and Vanguard
- Substantial paid time away from work
- Long-term care insurance
- Wellness and work-life programs and resources
- Professional and personal development resources
- Access to University libraries, athletic facilities, arboretum, art galleries, cultural and recreational activities
- Discounts and special services for arts, entertainment, transportation, mortgages, cars, cellular phone plans, movie tickets, and theme parks
- Flexible work options, including non-traditional work hours, locations, and/or job structures
- Forgivable home ownership loan for eligible employees in West Philadelphia
- Adoption assistance for qualified expenses, up to two adoptions in the household
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Data ManagementSpreadsheet MasteryBanner ExperienceSlate ExperienceBP Logix ExperienceReimbursement Systems KnowledgeDegreeWorks Proficiency
Soft Skills
Interpersonal SkillsCustomer Service SkillsProblem-Solving AbilityAttention to DetailMultitasking Ability
Tools & Technologies
Google ProductsMicrosoft ProductsSocial Media ManagementWeb Management
Industry Keywords
Graduate AdvisingAcademic PlanningConfidentialityInstitutional PoliciesEvent Coordination