Administrative Assistant, The College Office (Academic Year)

University of Pennsylvania•Philadelphia, PA

7d•$19 - $24•Onsite

About The Position

The College of Arts & Sciences at Penn seeks a staff member to serve as the primary point of contact for students and visitors to the main office suite, requiring strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The College Office is the central location and hub for the offices of the Dean, Advising, and Academic Affairs, as well as all events and services of the College of Arts & Sciences at Penn. The College Office Administrative Assistant serves as the first contact and face of the College for students and other visitors, maintaining a welcoming, professional, and responsive atmosphere in person, by phone, and via email. This is a full-time position for 9-10 months per year (i.e., "limited service"), approximately August to May, and is benefits-eligible. Tracing its roots to the founding of the University, the College is home to 6,400 undergraduates in the School of Arts and Sciences. It is the heart of the academic experience at the University of Pennsylvania, with students from across all of the undergraduate schools at Penn taking many of their courses in the College. Penn's tree-lined campus exists in the midst of one of the country's greatest urban centers, providing College students with tremendous opportunity. From a diverse array of academic options to a strong network of advising and support services, College students are empowered to approach their studies in the true spirit of a liberal arts education.

Requirements

High School Grad/GE Degree and 3 to 5 years of experience in an office environment, or equivalent combination of education and experience is required.
Excellent organizational skills, ability to adapt to various communication and working styles, ability to prioritize and manage time effectively, ability to work independently, and ability to work with sensitive information required.
Service orientation and excellent people skills a must.
Excellent communication skills, both oral and written.
A Cover Letter and Resume/CV are required to be considered for this position.
Please upload these documents where it asks you to upload your Resume/CV; multiple documents are allowed.
This is a full-time, in-person position for 9-10 months per year (i.e., "limited service"), approximately August to May, and is benefits-eligible.

Nice To Haves

Ability to work in a team environment desired.

Responsibilities

The Administrative Assistant is responsible for triaging student needs and inquiries, directing them to the appropriate staff or campus resource.
They must engage with students in a manner informed by best practices of student care, recognizing and handling emergent situations with responsibility and compassion.
This person also actively manages student traffic through the College Office waiting room and advisor meetings, ensuring that each student sees a staff member and moves in and out of the Office in a timely fashion, especially during peak weeks of student drop-in visits.
The Administrative Assistant also trains and supervises several student workers to provide the same standard of service to all visitors.
The Administrative Assistant is also responsible for a variety of tasks related to the operations of the College Office including physical spaces, supplies, and schedules.
This person opens and closes the office, including arming and disarming the alarm system, setting up and cleaning up the office kitchen, managing mail and package delivery, ensuring that all incoming phone and email messages are received by the appropriate staff members, and managing reservations and use of shared spaces.
In addition, this person assists with various College events and activities, aiding with student reservations and tracking, setup and management of events, as well as processing and posting transfer credits to student transcripts and similar tasks related to student records as assigned.
Finally, this role includes some assistance for senior College leadership in the event of unavailability of other administrative staff.

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