Administrative Assistant

Administrative Assistant & Office Coordinator, ULSE

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.

COVID-19 vaccination or a University authorized exemption is a requirement for all positions at the University of Pennsylvania. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Assistant & Office Coordinator, ULSE

Job Profile Title
Administrative Coordinator

Job Description Summary
University Life Space and Events is a centralized resource for planning student (undergraduate, graduate, and professional), departmental, and non-Penn-affiliated events within University Life venues and managed spaces. ULSE provides guidance and education on event planning, related policies, compliance, space, and scheduling support, and generally aides students and departments in navigating the Penn ecosystem of space reservations and events. The ULSE team shares a commitment to consistently providing transformational customer service, while cultivating relationships with internal and external community members (users of our spaces/services).

Reporting to the Associate Director for Administration & Finance, the Administrative Assistant & Office Coordinator provides administrative support to the Director of University Life Space and Events and 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 (University Life Space and Events and Penn Student Agencies) and others are positive and productive. With a dotted line reporting relationship to the Director, the Office Coordinator serves as the interface for the Director, working closely with the Associate Director for Administration and Finance on all aspects of administrative functioning of
University Life Space & Events.

The Coordinator maintains and manages the Director's complex schedule, including a frequently changing calendar, coordinates meetings and appointments, and prepares and compiles appropriate information in a timely manner to ensure Director has the requisite materials available as needed. As part of role, the Coordinator assists and supports director by creating and communicating meetings agendas, identifying and preparing meeting materials, taking and publishing minutes, reconciling credit card transactions, making travel arrangements, and taking notes on behalf of Director.

Additionally, the coordinator oversees the office environment, manages tasks and communications, and assists the Associate Director for Administration and Finance with key functions. In this role the Coordinator handles incoming and outgoing emails, phone calls, and mail, plans and coordinates departmental and divisional meetings/gatherings, helps to implement office procedures to improve efficiency and service, orders office supplies, and manages organization of storage spaces. The role requires keeping track of office expenses and performing basic bookkeeping functions (prepares forecasts for office related spending, reporting on performance based on budget, and maintenance of complete and accurate accounting records)

Job Description

Job Responsibilities

• Provides administrative support to the Director - maintains and manages the Director's complex schedule, including a frequently changing calendar, coordinates meetings and appointments, and prepares and compiles appropriate information in a timely manner to ensure Director has the requisite materials available as needed.
  
• Performs general office management duties for the University Life Space and Events team - serving as receptionist, handles incoming and outgoing emails, phone calls, and mail, plans and coordinates departmental and divisional meetings/gatherings, helps to implement office procedures to improve efficiency and service, orders office supplies, and manages organization of storage spaces.
  
• Assists and supports director by creating and communicating meetings agendas, collating/posting/delivering meeting materials in advance, identifying and preparing meeting materials, taking and publishing minutes, acting as post meeting point person, reconciling credit card transactions, making travel arrangements, and taking notes on behalf of Director.
  
• 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.
  

Qualifications

• High school diploma or GED and 5 to 7 years of experience, or equivalent combination of education and experience, are required.
  
• Associate's degree and 3 to 5 years of experience with administrative support preferred.
  
• Experience in higher education or event management.
  
• Strong customer service orientation and interpersonal skills.
  
• Demonstrates initiative and self-motivation and ability to work independently and communicate effectively.
  
• Excellent knowledge of Microsoft Office suite of applications (Word, PowerPoint, Excel, and Access), e-mail (Outlook), web browsers (Explorer).
  
• Must be comfortable interacting with customers, clients, vendors, and other internal and external community members, as well as have a good understanding of accounting principles and office management procedures.
  
• Ability to prioritize competing demands, making informed, independent, and timely decisions, while ensuring accuracy and practicality of the schedule. Background check required.
  
  

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.
  
  

Targeted Pay Range

• $20.45 - $24.04 hourly commensurate with education and experience
  

Please note this is a term position with a target end date of 4/30/2024

Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Remote Eligible - This position is eligible for a fully remote schedule with all work performed remotely. (Note: Only salaried (i.e., exempt), non-temporary positions are eligible for remote work outside the tri-state area (Pennsylvania, New Jersey and Delaware.)

Department / School
Student Activities

Pay Range
$20.45 - $30.82
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


To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Houston-Hall/Administrative-Assistant---Office-Coordinator--ULSE_JR00069680



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