Administrative Assistant

Administrative Assistant

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Assistant

Job Profile Title
Administrative Assistant B

Job Description Summary
Reporting to the Director of Alumni Regional Clubs, the Administrative Assistant will support the Regional Clubs team in all aspects of serving Penn alumni around the globe. The Administrative Assistant is responsible for managing all administrative functions of the team. There is also responsibility as an integral member of the collective Alumni Relations administrative team.

Job Description

The Administrative Assistant will be responsible for managing all administrative duties for the Regional Clubs team including scheduling and creating agenda for meetings, supporting event logistics, club mailings, communications and volunteer and event data.

The Administrative Assistant will assist with arranging travel for staff members, university administrators and faculty. In this process, negotiate for cost-effective pricing on airline and hotel reservations. Arrange meetings for staff. Reserve meeting space for larger meetings on and off campus and prepare meeting and related materials.

Prior to events, create registration web page using iModules. Maintain registration information and print reports. Prepare and send invitation and event follow-up emails using iModules. Prepare nametags when necessary. Serve as liaison to clubs/regions to track attendance of events and then submit to Records for entry into alumni database. Responsible for gathering, packing, and shipping event materials and giveaway items for alumni and clubs.

Responsible for updating and maintaining alumni contact information and volunteer activities in alumni database. Support liaisons in developing invitations, creating registration forms, maintaining listservs, and updating websites using iModules. Work with Director to coordinate submissions to the Gazette on club listings, club spotlights and club events.

Maintain Regional Clubs budgets using Ben Financials. Responsible for recording expenditures, paying bills, depositing funds. Maintain budget account books and/or database and monitor budget activities. Secure purchase orders and arrange required payment to vendors. At the end of each month, reconcile all payments and deposits and meet with Director to review monthly budget reconciliation.

Serve as liaison to alumni online database and administrator to coordinate implementation and management of on-line resources for clubs, especially iModules and listserv functionalities.

Compose correspondence in response to inquiries. Perform general office duties as required.

Provide staff support for events as determined by supervisor.

Update information for team and maintain reports, databases and lists.

Simultaneously serve as a member of the collective Alumni Relations administrative team:

Share responsibility with other administrative assistants for answering all incoming departmental calls, take messages as necessary and otherwise direct calls appropriately using best customer service skills. Also share responsibility for sorting departmental mail, checking and responding to departmental email inquiries, and checking/responding to departmental voice mails, and staffing receptionist desk on designated days. Provide assistance and/or registration for other Alumni Relations programs as needed, specifically Alumni Weekend and Homecoming. Monitor general Penn Alumni email inbox on assigned day and respond to all inquiries.

Support and staff on campus events hosted by Alumni Relations including Alumni Weekend, Homecoming, Penn Spectrum, Alumni Volunteer Leadership Retreat, etc.

Some weekends and evenings required.

Performs other duties as assigned.

Required Skills

Excellent communications, telephone and interpersonal skills required. Good organizational skills.

Demonstrated proficiency with use of databases (alumni on-line resources, Excel and/or Access), word processing (preferably Word), electronic communication, etc. is necessary. Proficiency with internet applications and comfortable with on-line navigation and terminology. Budgetary skills, such as the University's own Ben Financials is desired.

Must have customer service orientation, be resourceful and a team player.

Ability to take initiative and prioritize.

Willingness and availability to work occasional evenings and weekends in connection with alumni activities and events.

Ability to balance several projects simultaneously and set priorities.

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

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.**

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Development and Alumni Relations

Pay Range
$17.58 - $26.96

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.

To learn more, please visit:

To apply, visit

Copyright ©2021 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency jeid-f632a9b9a304c64eb51264297a641eef