Administrative Assistant Job at University of Pennsylvania
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, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Administrative Assistant
Job Profile Title
Administrative Assistant A
Job Description Summary
Reporting to the Associate Director for Administration and Finance, this position provides administrative support to the Director of University Life Space and Events. Supports in the operation of University Life Space and Events and Penn Student Agencies.
Under limited supervision, this position provides front office, administrative and other support to managers, employees, students, and office visitors by handling a variety of administrative and clerical tasks to ensure that all interactions between the department and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Must be able to work autonomously in a team-based environment to provide effective support in projects and programs with multiple priorities.
Job Description
Job Responsibilities
Provides administrative support to the Director of University Life Space and Events Management. Serves as primary liaison for Director with external office contacts including meeting and calendar coordination.
Performs general office management duties for the University Life Space and Events team - serving as receptionist, maintaining calendars, monitoring/ ordering supplies, and answering phones.
Supports all aspects of meetings including preparation/circulation of meeting agendas, collating/ posting/ delivering meeting materials in advance, acting as meeting timekeeper, taking minutes, circulating meeting minutes, serving as post-meeting point person and coordinate action items, when relevant.
Supports the work of the administrative and finance team including serving as timekeeper in Workday. Monitors time entry processing and approves wage hours as back up to supervisors as needed. Prepares/approves expense reports and travel arrangements.
Aids in the execution of changes on departmental websites; maintains, distributes, and analyzes the department's customer service surveys; coordinates data collection for annual and ad hoc departmental reporting/storytelling; and assists with assessment and information gathering as needed.
Collaborates with other University Life administrative support colleagues in division wide efforts; plan and execute departmental and assist with division-wide events including retreats, recognition events, employee appreciation, and other special events.
Qualifications
A High School Diploma or GED is required (Bachelor's Degree preferred).
Two to three years administrative support experience or an equivalent combination of education and experience preferred.
Strong written and oral communication skills, as well as excellent interpersonal and organizational skills are required
Working knowledge of Windows 2016, Microsoft Office Suite, and Adobe Acrobat required.
Experience with or willingness to learn Adobe Creative Suite (InDesign, Illustrator, Photoshop) required.
Experience with or willingness to learn web content management systems, event management software, Campus Labs, and Qualtrics required.
Candidate should have the ability to prioritize assignments and manage projects independently with minimal supervision.
Must have demonstrated ability to work with a diverse clientele consisting of student, faculty, alumni, administrators, and the general public customer base. Targeted Pay Range: $20-$22/hour commensurate with education and experience
Application Requirement
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Student Services
Pay Range
$16.60 - $25.01
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
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 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.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
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, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Administrative Assistant
Job Profile Title
Administrative Assistant A
Job Description Summary
Reporting to the Associate Director for Administration and Finance, this position provides administrative support to the Director of University Life Space and Events. Supports in the operation of University Life Space and Events and Penn Student Agencies.
Under limited supervision, this position provides front office, administrative and other support to managers, employees, students, and office visitors by handling a variety of administrative and clerical tasks to ensure that all interactions between the department and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Must be able to work autonomously in a team-based environment to provide effective support in projects and programs with multiple priorities.
Job Description
Job Responsibilities
Provides administrative support to the Director of University Life Space and Events Management. Serves as primary liaison for Director with external office contacts including meeting and calendar coordination.
Performs general office management duties for the University Life Space and Events team - serving as receptionist, maintaining calendars, monitoring/ ordering supplies, and answering phones.
Supports all aspects of meetings including preparation/circulation of meeting agendas, collating/ posting/ delivering meeting materials in advance, acting as meeting timekeeper, taking minutes, circulating meeting minutes, serving as post-meeting point person and coordinate action items, when relevant.
Supports the work of the administrative and finance team including serving as timekeeper in Workday. Monitors time entry processing and approves wage hours as back up to supervisors as needed. Prepares/approves expense reports and travel arrangements.
Aids in the execution of changes on departmental websites; maintains, distributes, and analyzes the department's customer service surveys; coordinates data collection for annual and ad hoc departmental reporting/storytelling; and assists with assessment and information gathering as needed.
Collaborates with other University Life administrative support colleagues in division wide efforts; plan and execute departmental and assist with division-wide events including retreats, recognition events, employee appreciation, and other special events.
Qualifications
A High School Diploma or GED is required (Bachelor's Degree preferred).
Two to three years administrative support experience or an equivalent combination of education and experience preferred.
Strong written and oral communication skills, as well as excellent interpersonal and organizational skills are required
Working knowledge of Windows 2016, Microsoft Office Suite, and Adobe Acrobat required.
Experience with or willingness to learn Adobe Creative Suite (InDesign, Illustrator, Photoshop) required.
Experience with or willingness to learn web content management systems, event management software, Campus Labs, and Qualtrics required.
Candidate should have the ability to prioritize assignments and manage projects independently with minimal supervision.
Must have demonstrated ability to work with a diverse clientele consisting of student, faculty, alumni, administrators, and the general public customer base. Targeted Pay Range: $20-$22/hour commensurate with education and experience
Application Requirement
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Student Services
Pay Range
$16.60 - $25.01
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
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 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.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.