Administrative Assistant, Dean's Office, Penn Law

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Administrative Assistant, Dean's Office, Penn Law

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, Dean's Office, Penn Law

Job Profile Title
Administrative Assistant B

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. The School offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinarily supportive academic community for its scholars and students alike.
The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in a collaborative and ambitious environment.
Reporting to the Executive Assistant to the Dean, the Dean's Office Administrative Assistant serves as the front-line representative of the Dean's Suite and of the Law School to all community members, visitors, and callers. The Administrative Assistant triages all requests and ensures prompt answers to all. The Administrative Assistant also performs important administrative tasks for the Dean's Office, Human Resources, Faculty Affairs, and Facilities.
The role is a full-time (35 hours/week with unpaid hour for lunch) position and will be done fully on-site (no opportunity for hybrid work for this critical role).

Job Description

Responsibilities Include:

Law School Dean's Suite Welcome and Organizational Support

  • Represent the University of Pennsylvania Law School to all visitors to the Dean's Suite, presenting a welcoming and professional environment. Triage issues presented and direct to appropriate offices as needed.

  • Manage an on-line ticketing system for all requests the Dean's Suite. Answer phones, resolve issues as possible, direct to correct offices as needed, ensure that tickets are successfully closed in the system.
  • Maintain welcoming appearance and keep drinks and supplies stocked for the Dean's Office and Conference Room.
  • Staff the Dean in the absence of the Executive Assistant to the Dean and the Dean's Office Coordinator.
  • Organize and maintain systematic filing systems for the Dean's Office. Process correspondence, prepare materials, keep data current in on-line systems. Maintain data about faculty members, annual reports, committee assignments, office assignments, etc.
  • Process the Dean's Office mail daily. Deliver important correspondence throughout the Law School and the University upon request.
  • Order supplies for the Dean's Office, Human Resources, and/or Facilities as requested.

Scheduling and Event Support

  • Coordinate and confirm schedules for a variety of people needed for a range of meetings for the Dean's Office, Faculty Committees, Human Resources, and Facilities.
  • Assist in managing calendars for the Dean and Vice Dean.
  • Manage a host of Dean's Suite and HR events, including school-wide events. Obtain room reservations, organize and oversee catering, send invites and manage RSVP lists.
  • Set up prior to and clean up after all Dean's Suite events.

Human Resources Support

  • Manage aspects of job searches: assist in Workday data processing, create and maintain on-line directories for search data, manage job search scheduling and catering, prepare reports as needed.
  • Ensure constantly updated HR data and documents (e.g., organizational charts; current position descriptions) for all Law School departments.
  • Provide assistance with specific staff events, such as Employee Recognition, Walking Competition or other similar events.
  • Manage all staff acknowledgements by ordering gifts and sending correspondence as needed (e.g., bereavement, retirement, new children, etc.).
  • Perform additional administrative tasks for HR including file management, information distribution, copying, etc.

Facilities Support

  • Perform administrative duties for Facilities: respond to assigned ticket requests and emails in writing, schedule appointments for the Director and others, create signage, etc.
  • Process requests for purchase orders and order supplies as needed.
  • Assist with monthly expense reconciliations and develop reports.
  • Respond to requests as needed and represent Facilities when Facilities staff is out of office.


  • Maintain websites for HR and Facilities. Edit and post content, ensure sites are up to date and provide relevant information.
  • Send emails, letters, and other responses to a variety of inquiries to all relevant departments.
  • Serve as coordinator of information between all residents of the Dean's Suite (currently including Administrative Services, Business Affairs, Curricular Affairs, Facilities, and HR).

Other Duties as Assigned

  • Handle special projects on an as-needed basis.


Three - five years of increasing responsibility in a fast-paced, customer service oriented administrative environment required; high school degree required, college degree preferred; or equivalent combination of education and experience. Excellent ability to prioritize work and to communicate well with a wide variety of constituents required. Ability and interest in professionally representing the Dean's Office to all constituents, in person and in writing. Must be able to demonstrate commitment to discretion and ability to wisely handle confidential material, as well as strong customer-service ethic and excellent attention to detail. Excellent verbal and written communication skills required. Proven ability to problem solve and excellent critical thinking skills required. Knowledge of University systems helpful; data base experience required. Strong facility in Microsoft Suite (Word, Excel, Power Point) required; experience in Penn financial systems a plus. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.

A cover letter is required with application materials.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

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.

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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