Administrative Assistant for Regional Clubs

University of Pennsylvania

1d•Onsite

About The Position

The University of Pennsylvania is seeking an Administrative Assistant to support the Regional Clubs team in serving Penn alumni globally. This role involves managing all administrative functions for the team and contributing to the broader Alumni Relations administrative team. The position reports to the Director of Alumni Regional Clubs.

Requirements

High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience.
Excellent communications, telephone, and interpersonal skills.
Good organizational skills.
Demonstrated proficiency with databases (alumni on-line resources, Excel and/or Access), word processing, and electronic communication.
Proficiency with internet applications and comfort with on-line navigation and terminology.
Customer service orientation.
Resourcefulness.
Team player.
Ability to take initiative and prioritize.
Ability to balance several projects simultaneously and set priorities.

Nice To Haves

Budgetary skills, such as the University’s own Ben Financials.

Responsibilities

Arrange meetings for staff, reserve meeting space, and prepare meeting materials.
Create registration web pages, maintain registration information, and print reports using iModules.
Prepare and send invitation and event follow-up emails using iModules.
Prepare nametags as needed.
Serve as a liaison to clubs/regions to track event attendance and upload data into Compass.
Gather, pack, and ship event materials and giveaway items for alumni and clubs.
Update and maintain alumni contact information and volunteer activities in the alumni database.
Support liaisons in developing invitations, creating registration forms, maintaining listservs, and updating websites using iModules.
Coordinate submissions to the Gazette on club listings, spotlights, and events with the Director.
Maintain Regional Clubs budgets using Ben Financials, including recording expenditures, paying bills, depositing funds, and monitoring budget activities.
Secure purchase orders and arrange vendor payments.
Reconcile payments and deposits monthly and review with the Director.
Submit contracts for payment.
Serve as a liaison to the alumni online database and administrator for the implementation and management of online resources for clubs, particularly 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 team information and maintain reports, databases, and lists.
Share responsibility for answering departmental calls, taking messages, and directing calls appropriately.
Share responsibility for sorting departmental mail, checking and responding to departmental email inquiries, and checking/responding to departmental voicemails.
Staff the receptionist desk on designated days.
Provide assistance and/or registration for other Alumni Relations programs, specifically Alumni Weekend and Homecoming.
Monitor the general Penn Alumni email inbox and respond to all inquiries.
Support and staff on-campus events hosted by Alumni Relations, including Alumni Weekend, Homecoming, Penn Spectrum, and Alumni Volunteer Leadership Retreat.
Perform other duties as assigned.

Benefits

Excellent healthcare
Tuition benefits for employees and their families
Generous retirement benefits
Wide variety of professional development opportunities
Supportive work and family benefits
Wealth of health and wellness programs and resources
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts for eligible health care and dependent care expenses
Tuition assistance for employees, spouses, and dependent children
Retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options
Time away from work (vacations, personal affairs, illness, injury, family time)
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 and Special Services (arts, entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, theme parks)
Flexible Work Hours
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance (reimbursement for qualified expenses)