Administrative Assistant, Penn Washington - 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 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

Administrative Assistant, Penn Washington





Job Profile Title

Staff Assistant C





Job Description Summary

The role serves as the primary point person for all aspects of Penn Washington office administration and events, ranging from small gatherings to large public events with multiple co-sponsors. Provides administrative, logistical, and other support for the Penn Washington Executive Director and other senior executives. Responsible for coordinating complex schedules and serving as a liaison between the executive and individuals/organizations, both internal and external. Manages travel arrangements and itineraries; coordinates meetings and events; prepares presentations, briefings, and meeting materials; and drafts and edits important internal and external communications including correspondence, reports, and other documents. The Administrative Assistant works with all members of the Penn Washington staff and reports to the Executive Director.





Job Description


Job Responsibilities



+ Support all aspects of program events including scheduling and working with event organizers, managing event vendors and catering orders and supplies, supporting event invitations, promotions and participant management, track event budgets, purchase orders, and attendance.


+ Manage short- and long-term calendar planning, exercising considerable judgment about multiple demands on the executive’s time, coordinating and planning with other assistants, troubleshooting and resolving scheduling conflicts. Coordinate meetings all & events, domestic and international travel plans, itineraries and agendas and fiscal responsibility for all reimbursements.


+ Conduct research; draft and edit documents; run reports. Collects, compiles, prepares, and reviews data ensuring all correspondence and other written materials and presentations are accurately prepared in a timely manner.


+ Serve as liaison between the Penn Washington Executive Director and various internal and external constituencies. Support office-wide operations as needed.


+ Support other staff members reporting to the Executive Director as well as senior members of the office as necessary.


+ Prepare and format written correspondence/presentations with a high level of accuracy on behalf of the leadership team, ensuring that all correspondence and other written materials/presentations are prepared in a timely fashion.


+ Other duties and responsibilities as assigned.





Qualifications



+ Bachelor’s degree and 2-3 years of administrative support experience inclusive of direct support for an executive leader, or an equivalent combination of education and experience, is required; 3-5 years preferred.


+ 2+ years of experience managing complex events with both internal and external audiences.


+ Strong organizational skills and advanced knowledge of computer software including Outlook, Word and Excel required. Knowledge of PowerPoint, and Adobe strongly preferred.


+ Strong interpersonal skills and the ability to proactively problem solve required. Demonstrated ability to manage intricate calendars, coordinate travel logistics, and prioritize competing demands effectively is preferred.


+ Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.


+ This position is based in the Penn Washington Office in Washington, DC.





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

Washington, District of Columbia





Department / School

Penn Global





Pay Range

$43,919.00 - $75,000.00 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, 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.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.