Administrative Assistant, College of Liberal and Professional Studies

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Administrative Assistant, College of Liberal and Professional Studies

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 Employers By State in 2021.

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, College of Liberal and Professional Studies

Job Profile Title
Administrative Assistant B

Job Description Summary
The College of Liberal and Professional Studies in the University of Pennsylvania's School of Arts and Sciences is dedicated to extending learning beyond traditional borders and engages a richly diverse population of intellectually capable students at many points in their lives. LPS programs include professional and academic programs (including study abroad and English language programs for international students and professionals), summer sessions, non-credit programs, workshops, and symposia. LPS programs all have a foundation in the arts and sciences. Each year LPS offers 600 credit courses for undergraduate and graduate, degree and non- degree students as well as non-credit courses focused on areas such as personal enrichment, professional development, and English as a second language.

The main duties of the LPS Administrative Assistant are to provide professional customer service to all who enter or call our office and to perform general office support functions. The LPS office is open Monday-Friday, 9am-5pm. The Administrative Assistant will work during all regular hours of operation (35 hours per week).

Job Description

The College of Liberal and Professional Studies (LPS) seeks to recruit, admit, orient, and retain qualified students through seamless, efficient, and appealing programs and services. The administrative assistant provides professional customer service and general office support. Responsibilities include (but are not limited to) greeting and assisting callers and visitors, receiving and handling deliveries, maintaining office and kitchen supply inventory and ordering, general phone and FreshDesk ticket triaging to appropriate internal departments, and acting as the main contact for building management, including security and facilities. Other duties include general data entry, assisting with maintenance of administrative directories and LPS listservs, event support, and assisting with scheduling room assignments.


Reception: The Administrative Assistant will greet and welcome students, faculty, and guests with professional and approachable demeanor at LPS reception desk during weekly hours of operation. They will provide excellent customer service, efficiently handling telephone calls to personnel/departments and triaging Freshdesk tickets routinely throughout each day. The AA will check LPS mailboxes daily and distribute mail appropriately between the two LPS Suites. They will receive and time/date stamp hand-delivered documents, receive inbound deliveries for LPS departments and distribute/notify recipients. The AA will generate and post routine, emergency, and University closing messages on the front phone voicemail as needed and/or upon request.

Enrollment Management: The Administrative Assistant will handle functional tasks as assigned by the Admissions and Records Teams, which may involve access to various Penn systems.

Office Coordination : The Administrative Assistant is the point of contact for minor building management issues, housekeeping services, business machines, emergency preparedness (for all LPS spaces) and electronic door access requests for the 4th floor LPS Suite. They will manage updating administrative directories, LPS listservs, scheduling room assignments, maintain the office key box and log and manage the process for staff to obtain a Science Center badge and log. The AA will generate the lunch coverage schedule and post Outlook invitations to the group members' calendars. The Administrative Assistant will work with Suite 450 team leaders to generate the Suite 450 monthly responsibility list. The AA will generate the Zoom link for weekly all-staff Monday meetings and record and distribute the meeting notes.

Supplies & Inventory: The Administrative Assistant will order office/kitchen supplies and maintain inventory for both LPS Suites. They will organize and maintain storage areas and overall professional appearance and organization of reception area, replenishing display materials as needed. The Administrative Assistant will use a University Purchasing Card and be responsible to collect receipts and settle the monthly statements.

Assisting LPS Programs : The Administrative Assistant, on occasion, will provide BEN Financials order assistance or perform NON-Market related transactions for LPS programs.

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

A Bachelor's Degree is preferred. The candidate should possess a professional and personable demeanor, excellent communication skills, and the ability to multi-task. The candidate should be comfortable with technology including Microsoft Office and Outlook, have experience with using databases, especially CollegeNET and Freshdesk ticketing platform. The candidate should also be adaptable and familiar with the daily protocols of a professional office or higher education setting.

A resume and cover letter are required at time of application.

The hourly rate for this position is expected to be $17.58 to $24.62.

Working Conditions
Office, Library, Computer Room

Physical Effort
Typically sitting at a desk or table.

Occasionally lifting 25 lb or less.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

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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