Karen Grabowski
University of Pennsylvania
Philadelphia,PA
1
Certification
9
years of professional experience
University of Pennsylvania administrative professional experienced in student services, records management, inquiry resolution, and policy and procedure interpretation. Skilled with Penn student information systems, including Pennant/Banner with strong organization, attention to detail, and customer service skills.
Work History
Administrative Coordinator | M.S. in Social Policy Program
2 Years 8 Months- The Temporary Program Coordinator provides administrative and programmatic support to the M.S. in Social Policy (MSSP) and the MSSP with a Certificate in Data Analytics (MSSP+DA). Provided overall administrative assistance to the MSSP program, which included program administration, project management, program communications, instructor and TA hiring, MSSP recruitment and admissions, and event support. Interacts with students, faculty, staff and/or other Penn stakeholders across campus in coordinating the program's overall operations and administrative functioning.
- Project management and program administration. Provide overall administrative and programmatic support for MSSP faculty, students, staff, and Governance Committee. Coordinate and schedule meetings; work with the finance department to request purchase orders, honorarium, and make departmental purchases using the Penn Marketplace and the purchasing card (PCard). Hiring and onboarding of part-time Lecturers, TAs, and an admissions reader. Answered MSSP email and directed student inquiries. Managed workflows to track/inform staff regarding short- and long-term projects. Room reservations, catering, awards processing.
- Academic Advising: meet with students, conduct degree audits, assist students with the advance registration and course selection processes in coordination with the registrar. assist students with certificate, dual degree, and submatriculation processes. Assist students with graduation information in coordination with registrar, including: the graduation application, graduation ceremony, degree conferral and diplomas, degree verification, and post-graduation systems access.
- Supported MSSP admissions initiatives by enhancing student recruitment efforts through open houses and information sessions, and assisting prospective students via email and pre-application appointments. Conducted initial reviews of admissions applications in collaboration with SP2 Office of Admissions.
- Designed and implemented communications initiatives to enhance program visibility. maintain website content
Administrative Coordinator
6 Months- Reviewed law school applications to ensure completion and accuracy in LSAC Unite platform
- Coordinated various projects for JD Admissions and Financial Aid using Pennant and VMWare
- Acted as the first point of contact at the front desk and provided information to visitors and students.
- (contract)
Administrative Coordinator
3 Months- Coordinated scheduling of employer information sessions and on-campus interviews using Penn's recruiting platform, Handshake, enhancing student-employer engagement.
- Oversaw employer approval process in Handshake
- Managing the employer approval process in Handshake
- Provided coverage for main Career Services reception area outside of the on-campus interviewing season.
- Updated the employer relations website regularly.
- Directed daily activities of student worker.
- Communicated with students and employers via phone, email, and in-person to explain recruiting services and policies.
- (contract)
Administrative Coordinator
1 Month- Maintains accurate and up-to-date student files in both the Access database virtual platform and hardcopy filing system.
- Coordinated program communications through print and digital media, emphasizing effective use of various virtual platforms.
- Answering phones, scheduling appointments (virtually and in-person), responding to inquiries from callers and visitors regarding Veterans Upward Bound admissions process, activities, policies, and procedures.
- Answered phones, scheduled virtual and in-person appointments, and responded to inquiries regarding Veterans Upward Bound admissions process, activities, policies, and procedures.
Administrative Coordinator
1 Month- Responded to inquiries from Penn's College of Liberal and Professional Studies (LPS) applicants and admitted students via phone, email, and U.S. mail. Process applications, official transcripts, and supporting documentation according to accuracy and timeline targets to support application goals; monitors applicant data in the online application/admission system; updates applicant records; and monitors progress of pending applications until complete. Retrieved applicant data from external transcript and standardized test services, generated routine application and admissions reports, and efficiently routed completed applications to admissions committees for timely review. Posts admissions decision letters and works closely with LPS Student Records staff to ensure post-decision applicant data and official transcript verifications are correct.
- Coordinated admissions processes to enhance workflow efficiency and improve applicant experience.
- Managed scheduling for interviews and campus visits, optimizing resources and time allocation.
- Developed training materials for new administrative staff, ensuring consistent onboarding practices.
Administrative Coordinator
1 Month- Coordinated payments for instructor hiring, managed contract processes, and handled POs and honoraria compensation.
- Coordinate New Vendor setup, and track payments of vendors. Performed administrative coordinator tasks related to vendor payments.
- Coordinated admissions processes to enhance applicant experience and streamline workflow efficiency.
- Developed training materials for new staff, fostering a knowledgeable and effective administrative team.
Academic Coordinator | Electrical & Systems Engineering
6 Months- Provide guidance and support to students through program administration and academic advising: administer audits and implement policies and regulations, help students interpret and satisfy academic program requirements, manage timely and effective communications with students and student leadership, and connect students to services available in the department as well as the school and university. Work with the department chair in the evaluation of course substitution petitions. Coordinate curriculum committee meetings and take notes.
- (contract)
- Coordinated academic program schedules to optimize resource allocation and enhance student engagement.
- Developed and implemented orientation programs for new engineering students, ensuring smooth transitions into academic life.
- Collaborated with faculty to design curriculum improvements, aligning educational offerings with industry standards.
Administrative Coordinator
4 Months- Coordinated administrative tasks for Graduate School of Education (GSE) payroll, ensuring timely and accurate processing for faculty and staff.
- Edited the GSE orientation booklet and website to reflect university-wide policy changes and updates to the benefits administration system.
- (contract)
Academic Advisor, Online Learning
1 Month- Coordinated admissions process for online degree programs, ensuring timely and accurate applicant processing.
- Responded to prospective student inquiries via email and phone, providing information to facilitate enrollment decisions.
- Communicated with applicants regarding missing or incomplete documentation, enhancing application completeness and reducing processing delays.
- Updated internal admissions materials.
- Assisted with various administrative tasks to support team operations.
- (contract)
Project Coordinator
9 Months- Collaborated with IT team to develop Clinical Education Portal (CEP) for tracking contract, compliance, and clinical experiences, enhancing resource accessibility
- Consulted with nursing faculty and leadership to analyze user needs across 10 graduate nursing programs, aligning systems with unique clinical plans of study
- Provided user support and delivered training sessions to students, faculty, and staff, improving onboarding and application usage
- Engaged in contractual negotiations
- Assisted in contract management
Administrative Coordinator
4 Months- Managed student information and clinical contracts for School of Nursing, reviewing and processing contracts while negotiating with outside agencies and updating clinical agency database. Coordinated course evaluation process to ensure timely feedback and improvements. Managed the immunization and background check process for School of Nursing students (BSN and MSN) to ensure compliance with clinical agency requirements. Coordinate the process for student completion of degree programs including application for diploma, applications for State Board of Nursing licensure, Certification, and prescriptive authority. Managed data in Office of Student Information, ensuring accuracy of student data and maintaining website content. Collaborated with the Director of Student Registration and Information to provide data reports. Provide advising support in the Office of Student Services for walk in advising and when other needs arise.
- (contract)
- Coordinated admissions processes to enhance applicant experience and streamline workflows.
- Managed scheduling and communication between prospective students and admissions staff.
- Developed training materials for new team members, promoting consistency in operations.
Education
Bachelor of Science - Rehabilitation Education Services
Skills
Penn 365/MS Office 365
Microsoft Teams
Zoom
Pennant / Banner student information systems
DegreeWorks
External Credit Tool (XCAT)
Workday
Canvas
Slate
BEN Financials
Customer Relationship Management
and Handshake
Certification
Teaching English as a Foreign Language, ELS Language Centers
Timeline
Administrative Coordinator | M.S. in Social Policy Program
University of Pennsylvania
09.2023 - 05.2026Read More
Administrative Coordinator
JD Admissions
01.2023 - 07.2023Read More
Administrative Coordinator
Employer Relations
08.2022 - 11.2022Read More
Administrative Coordinator
Veterans Upward Bound, Office of the Provost
06.2022 - 07.2022Read More
Administrative Coordinator
Admissions, College of Liberal and Professional Studies (LPS)
04.2022 - 05.2022Read More
Administrative Coordinator
School of Social Policy & Practice
12.2021 - 01.2022Read More
Academic Coordinator | Electrical & Systems Engineering
School of Engineering
12.2019 - 06.2020Read More
Administrative Coordinator
GSE
08.2019 - 12.2019Read More
Academic Advisor, Online Learning
Online Learning Department
05.2019 - 06.2019Read More
Project Coordinator
School of Nursing
01.2018 - 10.2018Read More
Administrative Coordinator
School of Nursing
06.2017 - 10.2017Read More
Pennsylvania State University
Bachelor of Science from Rehabilitation Education Services
Read More