Administrative Assistant B - Computer and Information Science Department - Penn Engineering

University of Pennsylvania•Moore, OK

9h•Onsite

About The Position

Penn Engineering's world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. The Administrative Assistant for the Computer and Information Science Department in Penn Engineering will perform various administrative functions, including managing all aspects of the reception office, interacting with visitors to the office, directing and responding to inquiries, providing administrative support to faculty, supporting course web sites, maintaining course materials, coordinating meetings, and assisting with special projects.

Requirements

High School diploma or GED, with three to five years of related experience, or an equivalent combination of education and experience.
Proficient computer skills; experience working with Microsoft Office
Ability to multitask, identify mission critical priorities, with strong follow up and closure skills
Excellent interpersonal, communication and organizational skills.
Must be able to work well in a team environment and independently on specialized assignments.

Nice To Haves

Previous experience working in an academic environment preferred.
Candidates must submit a cover letter to be considered for this position.

Responsibilities

Manage and maintain the Computer and Information Science (CIS) Front Office, serving as the primary point of contact and welcoming presence for the CIS Department.
Welcome and assist visitors, faculty, students, and staff; respond to and direct inquiries received in person, by email and phone, and through Freshservice; coordinate mail, packages, and deliveries; maintain departmental mailboxes; schedule conference rooms; maintain key inventory and equipment sign-out records; and monitor, stock, and order office, kitchen, coffee, beverage, and other departmental supplies.
Coordinate departmental catering needs, including placing orders, communicating with caterers, and overseeing conference room setup and breakdown for meetings, seminars, and events.
Coordinate and process travel arrangements and requests and serve as the primary point of contact for all departmental reimbursements, including preparing, processing, and tracking reimbursement requests and related documentation in accordance with University policies and procedures.
Provide administrative support to assigned faculty, including scanning and copying documents, maintaining course websites and materials, ordering textbooks and instructional materials, coordinating faculty and teaching assistant (TA) meetings, scheduling rooms, handling correspondence, and assisting with travel arrangements and related administrative needs.
Provide administrative support to the Department Chair and Director, including assisting with special projects, seminars, departmental initiatives, and events and coordinating follow-up activities as needed.
Perform other related administrative and departmental duties as assigned.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts for health care and dependent care expenses
Tuition assistance for employees, spouses, and dependent children
Generous retirement plans (Basic, Matching, and Supplemental)
Substantial amount of time away from work
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources, cultural and recreational activities
Discounts on arts and entertainment, transportation, mortgages, and other goods and services
Flexible work options
Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance