Scheduler (Space Planning & Operations)

Scheduler (Space Planning & Operations)

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
Scheduler (Space Planning &

Job Profile Title
Administrative Assistant B

Job Description Summary
general supervision of the Manager, the Scheduler assists with providing service and support for space scheduling and event coordination for
School of Medicine complex. Working closely with Manager and Sr. Scheduling Coordinator, the Scheduler provides administrative and
scheduling support to the Scheduling and Event Service team. This position is responsible for receiving and responding to emails and phone
calls; emailing event confirmations and other correspondence; creating floor plans, electronically filing, distributing event reports and
correspondence; verifying accurate and complete information on request; directing requests to appropriate staff or departments. The
Scheduler provides back up scheduling coordination in the Scheduling Coordinator’s absence. The Scheduler responds to space requests and
service requests including AV, Security, Event Support, and Housekeeping. With the Manager and Sr. Scheduling Coordinator, the Scheduler
assigns support staff based upon SES procedure or input from senior staff, coordinating and proofreading the daily worksheet report to
determine daily and weekly support schedule in preparation for Daily Operations Meeting. Provides General Ledger journal support for cost
recovery. This position will act as the administrative assistant for the workgroup. This position is considered

Job Description

High School diploma or GED required, Associate’s Degree preferred, and 3-5 years
related experience, or equivalent combination of education and experience.

Job Knowledge & Personal Skills: Excellent organizational
& analytical abilities; excellent verbal & written communication skills; demonstrated ability to deal effectively under constantly-changing
deadlines & priorities; excellent customer service, telephone, & coordination skills; ability to follow instruction; demonstrated skills
working with database and/or scheduling systems, preferably EMS; thorough knowledge of office technology including personal computer,
photocopier; demonstrated typing skills; familiarity with an academic medical environment is preferred.


The Perelman School of Medicine is a multi-building research and teaching complex with emphasis on biomedical research.
As such, and to ensure successful fulfillment of its mission (research and education), the School Community requires a much higher level of
support service delivery than usually experienced in a typical academic environment. Problems that would be mere annoyances in some
facilities have the potential of destroying thousands of dollars and months or years of often-irreplaceable work. The Department of Space
Planning & Operations is responsible for coordinating and assuring uninterrupted delivery of the necessary utility and other support

The above statement is included in this position description in an attempt to provide the reader with an understanding

1) The responsibilities of this Office;

2) The importance to both the School and the University of the work performed;

3) The stress and pressure placed upon employees by the emergency situations to which they must repeatedly respond.

4) All
employees of the Space Planning & Operations department are considered to be “essential.”

Job Location – City,

Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine


$17.58 – $26.96

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
  • 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
  • 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
  • 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
  • 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

To apply, visit

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