PHENND Fellows VISTA Program Operations Coordinator, PHENND

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

PHENND Fellows VISTA Program Operations Coordinator, PHENND

Job Profile Title
Coordinator B

Job Description Summary
Coordinates and supports a broad portfolio of programs, projects, and operational activities for a department, school, or center. Coordinates day to day activities and partners with leaders to oversee the development and execution of key components of a project or program.

Job Description

Job Responsibilities

• VISTA Recruitment – lead recruitment effort, with the support Program Manager, to engage a full cohort of 29-34 VISTAs for the upcoming program year. This includes reviewing applications, communicating with candidates throughout the recruitment process, conducting or coordinating initial phone interviews, providing technical assistance to candidates, keeping record of candidate status, and sending follow-up correspondence and retention communications to keep candidates appraised of their status as well as ensuring they complete required tasks to become part of our program if accepted. Maintain the Recruitment Tracker spreadsheet and Dashboard and train part-time staff in the usage of Recruitment Tracker and Dashboard. Create agendas and convene weekly recruitment team meetings. Additionally, they may participate in promoting the program to potential candidates through social media and recruitment fairs.

• Data collection and progress monitoring -- oversee VISTA monthly reporting process; track and download submissions of monthly reports; follow-up with VISTAs who have not submitted reports; assist Program Manager with reporting to AmeriCorps with quantitative data for bi-annual reports. Track attendance at all trainings and events; administer absence reports and follow up with VISTAs for record keeping. Compile and analyze data for reporting purposes (e.g., PHENND Annual Report, Progress Reports)

• VISTA Training and Professional Development – Play a supporting role in the orientation and training of current VISTA members. In collaboration with VISTA Program Manager, design overall schedule, support implementation, especially through assuming responsibility for all training logistics (room reservations, catering, video conferencing). Under the guidance of VISTA Program Manager create or improve specific lesson plans for training and workshops as needed, including soliciting feedback from VISTAs. Lead the planning and organizing of annual Life After VISTA/AmeriCorps professional development conference. Develop any other sessions per interest and expertise.

• Systems Development/Maintenance - Organize institutional processes and documentation such as creating orientation and training calendars, creating manuals for VISTA process such as recruitment and orientation and check-ins, designing or improving templates for documentation and soliciting feedback, and maintaining electronic files for VISTA program.

• Financial/Personnel – support agency director with VISTA Payroll process by serving as a payroll administrator. Handle bi-weekly tracking of reimbursements to VISTAs and/or purchasing of SEPTA Keys, grocery subsidies, and other small one-time purchases such as workshop registrations, and food orders for monthly trainings. Track VISTA attendance at all trainings and events as well as personal/sick leave. Additionally, play primary role in collecting and maintaining personnel files (clearances) and other paperwork required for school-based VISTAs. Create P.O.s in Ben Financials for VISTA supplies and food for trainings and events. Execute yearly MOU process with sites and quarterly invoicing .

• Site Support – Support sites with development of job descriptions, VISTA Assignment Descriptions (including entry of relevant information into eGrants); Communicate regularly with sites during recruitment season; Assist Program Manager with New Site Orientation and the VISTA/Supervisor Orientation session and Mid-year reflection workshop. Participate in the selection process for all VISTA host sites (reviewing applications, communicating with applicants, providing feedback to applicants).

• Supervision -Part-time Recruitment Coordinator and MSW Intern if they hold a MSW degree.

Qualifications

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A Bachelor’s Degree and a minimum of 2 to 3 years of experience or an equivalent combination of education and experience are required. MSW degree is preferred. The ideal candidate should meet the following criteria:

• Superior organizational skills and a passion for logistics

• Excellent writing skills and attention to detail.

• Experience with data collection, iterative program assessment, and data-informed decision-making.

• Exceptional communication and relationship-building skills.

• Flexible, creative, and positive thinker.

• Able to maintain focus under pressure and adjust to accommodate program and client needs.

• Facility with Microsoft Word, Excel, Google platforms, and ability to quickly learn programs such as Qualtrics for survey creation.

• Solutions-oriented problem solver. Strong decision-making skills and ability to work both independently and collaboratively.

• Passionate about National Service generally and PHENND’s mission specifically.

For consideration, please submit a cover letter as well as a resume in the CV section of your application. You can upload multiple documents to the "Resume/CV" section.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range

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

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Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits  to protect you and your