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Administrative Assistant

University of Pennsylvania Philadelphia, PA
  • Expired: July 04, 2019. Applications are no longer accepted.

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.

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

Job Profile Title
Administrative Assistant B

Job Description
1. Work in collaboration with the Assistant Dean for Graduate Studies to:
+ Update and improve the School's ability to find and track alumni contact information. Send annual survey to alumni. Maintain Career Tracker and/or Atlas with updated information.
+ Organize Gerbner Post-doctoral applications and identify postdoctoral positions for circulation to listserv.
+ Work closely with Assistant Dean, Graduate Council, Building Manager, and Special Event Coordinator during convocation, graduation, prospective students' day, and all other activities under the graduate studies office. Make hotel and travel reservations for prospective students day in coordination with the Provost's Office and Annenberg's business office.
+ Prepare and archive files. Prepare/collate teaching fellow evaluations.
+ Coordinate Pro-Seminar schedules for faculty. Assemble summer fellowship requests and reports. Assemble qualifying exam dossiers and schedule annual review. Coordinate comprehensive exam questions.
+ Assist graduate students with depositing dissertations. Assist with graduate student office moves as needed.

2. Work in collaboration with the Director of Student Services & Registrar and Associate Dean for Undergraduate Studies to:
+ Coordinate arrival of new and returning lecturers. Prepare and distribute a list of lecturers each semester. Create ASC internal intake and outtake forms for all lecturers.
+ Work with other administrative staff to coordinate lecturer office assignments each semester. Work with Building Manager to inspect lecturer offices prior to each semester.
+ Work closely with the Director of Student Services, Associate Dean for Undergraduate Studies, Building Manager, Director of Communications, and Director of Special Events on the planning of undergraduate events such as study breaks, dinners, and other program-related events. Manage RSVPs, catering, and reimbursements for Undergraduate Dinner Series.
+ Provide extensive planning and day-of logistical support for Undergraduate Graduation Ceremony.
+ Update the school website with new course descriptions, and the undergraduate program webpages with updated and approved content, as needed. Make creative and frequent use of social media platforms to connect with current undergraduates and comm alums.
+ Support Director of Student Services and Associate Dean with general administrative tasks, e.g. processing reimbursements via Concur, photocopying, proofreading, scanning CPT and other student record documents. Assist with mass-mailings to Comm majors.

QualificationsH.S. Diploma or GED Required, with 3-5 years of related experience or equivalent combination of education and experience.

Excellent technological skills a must. Advanced skills in the use of online search tools and social media. Proficient knowledge of Excel, specifically mail merging to Word documents using Excel fields and creating tables. Understanding of web based database interfaces, preferably Penn systems (helpful, but not required): Career Tracker, IRQDB, Advisor in Touch and ATLAS. Knowledge of Penn's Student Record System a plus. Previous experience with databases required.

Overall knowledge of administrative and clerical procedures and systems required. Experience with Microsoft Office suite, managing files and records, and other office procedures a must. The ideal candidate will be proactive in their approach to their responsibilities, able to prioritize assignments, and work effectively with diverse groups in a small office environment. Must be reliable, punctual, and exhibit professional maturity. Must have a thorough attention to detail and the ability to handle complex and confidential materials. Excellent verbal communication skills are required, including experience with the principles and processes for providing exceptional customer and support service.
Working ConditionsOffice, Library, Computer RoomPhysical EffortTypically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Annenberg School for Communication

Pay Range
$17.58 - $31.65

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.
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.

University of Pennsylvania


Philadelphia, PA
19133 USA