Administrative Assistant

University City Science Center•Philadelphia, PA

15d

About The Position

Administrative Assistants provide administrative and project support to the organization, primarily supporting a department or executive and helping other departments or executive staff as needed. They promote efficiency and operational excellence through support such as scheduling, reporting, documentation, events, programs, and department initiatives. They work with UCSC business areas and administrative staff and may provide support throughout the organization. The position handles sensitive UCSC information and requires integrity and professionalism. It also involves regular contact with community members and representing UCSC professionally. The role includes general administrative responsibilities as well as department-specific tasks that vary according to the primary department or executive supported. Administrative Assistants are expected to be able to support these department functions with appropriate training.

Requirements

At least 2–3 years of related experience in a professional office environment with a customer-experience focus and demonstrated administrative skills.
High school diploma; a higher education degree or commensurate experience is also acceptable.
Strong organizational skills and ability to manage multiple daily, weekly, monthly, and long-term tasks for multiple staff members, set priorities, meet deadlines, and schedule time efficiently.
Ability to organize tasks, follow up and follow through, and maintain attention to detail in a fast-paced environment.
Technological proficiency and ability to use Microsoft Outlook, Microsoft Office Suite, Canva, customized databases and systems including Salesforce, and organizational AI tools.
Flexibility and adaptability to prioritize work according to organizational needs.
Customer-experience skills that support a high standard of service and hospitality.
Strong written and verbal communication skills and ability to communicate effectively with individuals and groups.
Ability to work cooperatively with others.
Strong interpersonal skills, including compassionate, courteous, cordial, cooperative, and professional interaction with diverse coworkers, external business partners, tenants, and community members.
Understanding of Science Center and department goals and objectives, and ability to contribute as part of a larger team.

Responsibilities

Serve as a liaison to internal personnel and external parties.
Manage executive calendars and arrange meetings.
Process department invoices, receipts, contracts, and documents.
Prepare executive expense and credit card reports.
Manage department mail, copying, faxing, filing, scheduling, correspondence, telephone, and travel arrangements.
Manage departmental information in Salesforce and other databases.
Schedule interviews for department hires as directed.
Coordinate and/or attend internal and external meetings as requested by the executive.
Provide administrative and logistical support for UCSC events, projects, and organization-wide initiatives.
Participate in periodic Administration Team meetings and provide back-up assistance to other administrative team members.
Perform other duties assigned by the executive leader.
Support fundraising solicitations and donor engagement; coordinate Council outreach, meeting preparation, and minutes for Advancement.
Administer corporate American Express and Amazon accounts, including benefit relationships and troubleshooting; issue and cancel cards for the American Express account.
Manage the monthly Effort Report process and ensure reports are returned on time and completed.
Process incoming check deposits using remote deposit banking machines.
Facilitate invoice vouchers by attaching internal forms, routing them appropriately, and ensuring necessary approvals.
Back up the Contract Administrator as necessary; assist with electronic and physical personnel files; create and maintain onboarding materials.
Support on-site programming events for Venture Support.
Maintain Real Estate tenant records, leases, abstracts, rent rolls, access to Science Center spaces, contact information, and databases.
Track lease dates for renewals, expirations, rent reviews, and options.
Assist in drafting and reviewing real estate contracts and agreements.
Compile, file, and distribute lease, construction, and property management documents.
Track project and construction invoices and prepare and track purchase orders and vouchers.
Communicate with outside tenants and vendors as necessary.