Administrative Assistant, Department of Psychology

University of Pennsylvania

23h•Onsite

About The Position

The University of Pennsylvania, a world-renowned leader in education, research, and innovation, is the largest private employer in Philadelphia and was recognized by Forbes as one of America’s Best Large Employers in 2023. It offers a unique working environment on a beautiful urban campus with access to educational, cultural, and recreational activities, along with a competitive benefits package. The Department of Psychology, the oldest continuously functioning psychology department in North America, focuses on the scientific study of the mind, encompassing perception, information processing, emotional and cognitive responses, learning, and mental process changes over time. The Administrative Assistant will provide comprehensive administrative support to the Department of Psychology community, including faculty, students, visitors, and staff. This role involves ordering supplies for the department and labs, managing human subject payments, organizing departmental events, assisting the department manager with various duties, processing different types of reimbursements, and handling paperwork for J-1, H-1B scholars, and other visa-related work.

Requirements

High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
Proven ability to provide excellent customer service.
Excellent organizational skills.
Excellent attention to detail, follow-through, and closing.
Work efficiently and effectively handle multiple tasks.
Excellent verbal and written communication skill.
Excellent computer skills including extensive experience with MS Office Suite.

Responsibilities

Support the department community (faculty, students, staff, postdoctoral researchers, and visitors) by handling administrative functions.
Perform administrative functions such as purchasing, reimbursement, travel arrangement, and event preparation in accordance with University of Pennsylvania policies and procedures.
Maintain departmental equipment and resources.
Oversee lab supply inventory.
Assist with lab-related activities.
Serve as a key point of contact to ensure smooth day-to-day functioning across multiple buildings and teams.
Schedule meetings.
Handle mail distribution.
Maintain departmental communications (website, listservs, displays).
Update administrative records such as visa documentation and lab contact information.
Contribute to special projects.
Provide general administrative support as needed.
Order supplies for the department and labs.
Manage human subject payments.
Manage departmental events.
Assist department manager with various duties.
Process different types of reimbursement.
Organize process and paperwork for J-1, H-1B scholar and any other visa-related work.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition assistance for employees, spouses, and dependent children at Penn.
Tuition assistance for dependent children at other institutions.
Generous retirement plans (Basic, Matching, and Supplemental) to save for your future on a pre-tax or Roth basis, with investment options through TIAA and Vanguard.
Substantial amount of time away from work for relaxation, vacations, personal affairs, recovery from illness or injury, and family time.
Long-term care insurance in partnership with Genworth Financial for faculty and staff (and eligible family members).
Wellness and Work-life Resources, including programs and resources to help balance work and personal life.
Professional and Personal Development resources.
Access to a wide range of University resources, cultural, and recreational activities (libraries, athletic facilities, arboretum, art galleries, Penn Museum, Annenberg Center, Penn Relays).
Discounts and Special Services on arts and entertainment, transportation, mortgages, new cars (Ford and General Motors), cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours, offering non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services, providing a forgivable loan for eligible employees buying a home or residing in West Philadelphia for closing costs or home improvements.
Adoption Assistance, reimbursing eligible employees on qualified expenses in connection with the legal adoption of an eligible child, for up to two adoptions.