Program Operations Coordinator, Penn Wharton Budget Model

Program Operations Coordinator, Penn Wharton Budget Model

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 Large Employers in 2023.

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
Program Operations Coordinator, Penn Wharton Budget Model

Job Profile Title
Coordinator B

Job Description Summary
Wharton School Overview
Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

Job Description

The Penn Wharton Budget Model (PWBM) is a non-partisan, research-based initiative that provides accurate and transparent economic analysis of public policy. PWBM works directly with federal policymakers to provide analysis but does not make policy recommendations. PWBM's work is widely cited and has been influential in many key recent policy discussions, including tax reform, health care and entitlement reforms, immigration, education, and the federal budget.

The Program Operations Coordinator provides critical support for the Penn Wharton Budget Model (PWBM). This role manages a broad range of operational, administrative, and programmatic functions supporting a team of approximately 30 researchers and engineering staff. The incumbent oversees key processes related to HR coordination, immigration support, program administration, and office operations while ensuring efficient day-to-day operations. The position requires strong initiative, ownership of processes, and the ability to proactively identify issues, drive work forward, and escalate matters when necessary to ensure timely resolution and effective program support.

Key Responsibilities

• Manage staff recruitment and onboarding processes, including coordinating candidate screening, interviews, reference checks, onboarding activities, and administration of student worker hiring and payroll while maintaining strict confidentiality of personnel records.
• Serve as a central operational point of contact for PWBM staff and leadership, providing coordination for policy questions, reimbursements, travel preparation, calendar management, and meeting logistics, and ensuring timely follow-through on administrative needs.
• Own and coordinate visa and immigration processes for foreign national staff, managing documentation and timelines, monitoring progress, identifying potential risks or delays, and escalating issues to International Student and Scholar Services (ISSS) or other partners as needed.
• Plan and coordinate PWBM events and outreach activities, including seminars, conferences, and panel discussions, independently managing logistics and timelines to ensure successful execution.
• Administer the Penn Wharton Public Policy Certificate Program, including supporting cohort preparation, coordinating program logistics and participants, managing course materials and learning platforms, and resolving or escalating operational issues when needed.
• Oversee day-to-day office operations, including managing supply and equipment purchases, coordinating facilities maintenance, and ensuring a well-functioning office environment.
• Maintain organized operational documentation and track program and event analytics, proactively updating processes, identifying improvements, and providing data to leadership to support planning and reporting.

Qualifications

• Bachelor's degree and at least 3 years or experience, or an equivalent combination of education and experience required.
• Strong organizational skills and attention to detail with the ability to manage multiple processes simultaneously.
• Demonstrated ability to take initiative, exercise sound judgment, and work independently with minimal supervision.
• Ability to identify issues, problem-solve, and escalate matters appropriately.
• Strong interpersonal and communication skills with the ability to collaborate across teams.
• Comfort working in fast-paced environments with evolving priorities.
• Interest in public policy required; experience in a public policy, academic, or research environment preferred.

This position is contingent upon restricted funding with a 2-year term.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Wharton School

Pay Range
$55,000.00 - $65,000.00 Annual 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 protected under 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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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay


Equal Employment 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 protected under applicable federal, state, or local law.


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