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 TitleAdministrative Assistant, Penn Physics and AstronomyJob Profile TitleAdministrative Assistant BJob Description SummaryThe Department of Physics and Astronomy at the University of Pennsylvania is seeking an Administrative Assistant. This position involves taking proactive steps to maintain an accurate departmental website, providing administrative support to faculty and staff, assisting with event coordination, and handling various departmental tasks.Job Description
The University of Pennsylvania Department of Physics and Astronomy combines world-leading science with the intimate faculty-student community unique to small departments. We are among the smallest of all Physics and Astronomy Departments of the top 25, but we have labs and facilities comparable to some national laboratories, and we often top the list of most highly-cited research.
DUTIES:
As an Administrative Assistant, you will be responsible for various key functions that contribute to the smooth operation of our department. Your responsibilities will include website maintenance, administrative support, event coordination, visitor assistance, and supply management.
Ensuring the accuracy and currency of our department’s website is one of your primary tasks. You will regularly update the website and actively seek out relevant information to keep it current. Additionally, you will play a vital role in disseminating important information about seminars, workshops, and departmental achievements. This involves posting updates on the website and university announcement lists while managing notifications associated with these events.
Administratively, you will provide support to faculty members and administrative staff. This includes handling tasks such as travel arrangements, reimbursement processing, appointment scheduling, and helping with coursework-related matters. You will also serve as a backup coordinator for departmental conferences, seminars, and colloquiums, taking on responsibilities like organizing travel arrangements, catering coordination, room scheduling, and ensuring the availability of audio-visual support.
Assisting committee members in the organization of special seminars and colloquiums will be another important aspect of your role. This includes tasks like arranging promotional materials and ensuring the distribution of event information to other departments, bulletin boards, and university announcement lists.
As the first point of contact for visitors to our office/department, you will be responsible for warmly welcoming and assisting them. Managing incoming calls and providing excellent customer service, both in person and over the phone, will be crucial. Additionally, you will respond to emails directed to info@physics, providing timely and accurate information.
You will take charge of tracking purchase order numbers on deliveries within the Ben Buys system to identify owners for distribution. Acting as a liaison with external vendors for various departmental needs, such as copy machines, water coolers, coffee services, and confidential bins, will be ongoing responsibilities. This includes maintaining an up-to-date supply inventory and arranging service calls as needed. You will also order all necessary office supplies for courses and effectively handling the sorting of incoming mail. You will also provide crucial support to the director in various administrative tasks and communication efforts, contributing to the overall efficiency of the department.
QUALIFICATIONS:
Required:
High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
Strong organizational and time-management skills.
Proficiency in Microsoft Office.
Excellent communication and customer service skills.
Ability to multitask and work effectively in a fast-paced environment.
Attention to detail and accuracy.
Preferred:
Previous experience in administrative support or a similar role.
Familiarity with university procedures and systems (Ben Buys, Concur, etc.)
Experience with CollegeNet or similar application management systems.
Job Location – City, StatePhiladelphia, PennsylvaniaDepartment / SchoolSchool of Arts and SciencesPay Range$17.98 – $25.00 Hourly RateSalary 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
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
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