Administrative Assistant, Distribution Services (Space Planning & Operations)
About The Position
Under the supervision of the Director of Distribution Services, and guidance of the Administrative Coordinator, the Administrative Assistant provides administrative support for all functions of the Distribution Services workgroup, including the Mail Center, Receiving, Infectious Waste Removal, Glasswash, Remote Location Support, and Event Support. The position facilitates daily office operations, drafts and disseminates confidential information, handles high-volume communications and customer service triage, and assists with staff scheduling and timekeeping. The role maintains inventory of supplies, organizes and supports meetings, manages department records, and upholds compliance and professional standards. The Administrative Assistant assists the Sr Coordinator, Distribution Services, with the electronic package tracking system, tracking and reconciling delivery and package data, and preparing operational and activity reports to ensure smooth and timely service delivery. Additional responsibilities include proofreading and formatting correspondence, supporting standard operating procedures, and ensuring proper documentation and reporting. The position requires strong organizational skills, professionalism, and a commitment to customer service for internal and external stakeholders, supporting a positive and compliant department culture. This is considered an “essential” position.
Requirements
- A high school diploma and three to five years’ experience or equivalent combination are required; an associate’s degree and at least 3 years of administrative, office, or customer service experience, preferably in a large institutional, distribution, or service-oriented setting, is preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience using database systems, electronic document management, and package tracking systems.
- Strong written and verbal communication skills; ability to draft, proofread, and format correspondence and reports.
- Demonstrated ability to manage multiple tasks, prioritize workload, and meet deadlines with accuracy and attention to detail.
- Professional and courteous demeanor with excellent customer service abilities, including effective problem-solving and triage of inquiries.
- Ability to maintain confidentiality and follow policies related to privacy, document retention, and information security.
- Capacity to work independently and collaboratively in a fast-paced, essential-services environment and handle occasional interruptions or urgent requests.
- Ability to occasionally lift or move office supplies or packages (up to 25 lbs.) and willingness to provide flexible support for operational needs.
Nice To Haves
- an associate’s degree and at least 3 years of administrative, office, or customer service experience, preferably in a large institutional, distribution, or service-oriented setting
Responsibilities
- Facilitates daily office operations
- Drafts and disseminates confidential information
- Handles high-volume communications and customer service triage
- Assists with staff scheduling and timekeeping
- Maintains inventory of supplies
- Organizes and supports meetings
- Manages department records
- Upholds compliance and professional standards
- Assists the Sr Coordinator, Distribution Services, with the electronic package tracking system
- Tracks and reconciles delivery and package data
- Prepares operational and activity reports
- Proofreads and formats correspondence
- Supports standard operating procedures
- Ensures proper documentation and reporting
Benefits
- 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
- comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare
- flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
- Penn's exceptional tuition benefits for you, your spouse, and your dependent children
- Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis
- substantial amount of time away from work during the course of the year
- long-term care insurance
- Penn Home Ownership Services
- Adoption Assistance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
