Senior Executive Assistant (Department of Medicine)

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Senior Executive Assistant (Department of Medicine)

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
Senior Executive Assistant (Department of Medicine)

Job Profile Title
Executive Assistant C

Job Description Summary
The incumbent will report to the Department Chair, COO, and Director of Academic Affairs (executives) and will anticipate needs, execute on initiatives, and maximize the efforts of the executives. Using an acquired extensive knowledge base, s/he will coordinate, manage, and complete high level projects as assigned by the executives. S/he will coordinate among management team members and within the organization on behalf of the executives to align current activities with priorities. S/he will obtain and transmit information to executives from within the organization to assist in furthering priorities, as well as filter communications of executives and prioritize outgoing communications for executive review; serve as a liaison between executives and faculty, administrators, and DOM, PSOM and UPHS staff and leadership, and leadership and staff of external entities; and act as the point person for the department's large faculty, responding to various inquiries and resolving issues. S/he will manage and maintain complex calendars, schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of the responsibilities and priorities of the executives. S/he will coordinate travel arrangements, develop various itineraries, and process expense reimbursements and payments for executives and also for visiting dignitaries. S/he will prepare and distribute various materials and maintain extensive filing systems. S/he will supervise the administrative support staff within the DOM Executive Suite to ensure the smooth and efficient operations of the Chair's Executive and Management Teams.

Job Description

Duties:

1) Project Coordination: Coordinate, manage, and complete high level projects; collect, collate, and assemble data in appropriate formats

2) Communications: S/he will coordinate among management team members and within the organization on behalf of the executives to align current activities with priorities. S/he will obtain and transmit information to executives from within the organization to assist in furthering priorities, as well as filter communications of executives and prioritize outgoing communications; serve as a liaison between executives and faculty, administrators, and DOM, PSOM and UPHS staff and leadership, and leadership and staff of external entities; and act as the point person for the department's large faculty, responding to various inquiries and resolving issues.

3) Executive level support to the Department Chair, COO, and Director of Academic Affairs: S/he will anticipate needs, execute on initiatives, and maximize the efforts of executives. S/he will manage and maintain complex calendars, schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of the responsibilities and priorities of the executives. S/he will coordinate travel arrangements, develop various itineraries, and process expense reimbursements and payments for executives and also for visiting dignitaries. S/he will prepare and distribute various materials and maintain extensive filing systems.

4) Supervision: S/he will supervise administrative support staff to ensure the efficient operation of the DOM faculty and executive leadership teams which includes support staff for the Vice Chairs and Executive Administrative Leadership. Will approve time and time off requests, evaluate performance, resolve issues, ensure appropriate coverage, and assign responsibilities, as appropriate.

5) Perform additional duties as assigned

Qualifications:

The incumbent requires a strong work ethic, professionalism, commitment to integrity, and a strict adherence to maintaining confidentiality when needed. A high degree of initiative is required, as is a proactive approach that anticipates the needs of executives. S/he must have a proven ability to work collaboratively and professionally with all levels of an organization, preferably an academic organization. S/he much possess analytical acumen.

A Bachelor's Degree with 5-7 years progressively responsible related experience or equivalent combination of education and experience, as well as prior experience in project coordination and executive experience is required. Exceptional attention to detail is necessary and s/he must be capable of balancing multiple tasks in a high-paced environment. The incumbent must be able to work independently, exercise initiative, as well as be a team player. S/he must possess the ability to make balanced decisions within the scope of responsibility, must be highly reliable and have the ability to handle sensitive, confidential, and challenging situations with tact and diplomacy. Must be a confident communicator with outstanding written and oral communication skills.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$72,837.00 - $138,391.00

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: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/HUP/Senior-Executive-Assistant--Department-of-Medicine-_JR00043509-2

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