Administrative Assistant, Department of City and Regional Planning

University of Pennsylvania•Philadelphia, PA

11d•$19 - $25•Onsite

About The Position

Under supervision of the Assistant Director of Administration, the Administrative Assistant provides administrative and programmatic support for the Department of City & Regional Planning (CPLN) and the Master of Urban Spatial Analytics (MUSA) program. Provides direct support to the Department Chair and Assistant Director of Administration for the day-to-day program operations. The ideal candidate will work autonomously and effectively in a team-based environment, independently manage a variety of short-term administrative and long-term programmatic tasks and serve in a forward-facing role greeting and welcoming faculty, staff, students, and visitors to the Department.

Requirements

High School Grad/GED Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.

Nice To Haves

Bachelor's Degree and 1-2 years relevant experience strongly preferred.

Responsibilities

Perform daily office operations, including greeting visitors, answering phones, scanning and photocopying, ordering office supplies, and distributing mail.
Assist Assistant Director of Administration with multiple listservs.
Help maintain department bulletin boards and mailboxes.
Maintain Department Canvas Sites.
Open and close office.
Work with faculty to post course Canvas sites.
Assist the Assistant Director of Administration & the Events Coordinator with departmental events such as lectures, symposiums, faculty meetings, orientation, open houses, commencement, reviews, and social events. Responsibilities could include ordering food and beverages, providing signage, organizing space with Operations Department, setting up of event, securing necessary computer and A/V equipment, coordinating with caterers, and breaking down event.
May involve working past normal business hours.
May include mandatory overtime when needed.
Provide calendar scheduling and administrative support to Department Chair, including reimbursements.
Assist with maintaining and updating departmental website and social media.
Assist in maintaining various study and studio spaces, including providing A/V equipment and supplies.
Work with Assistant Director of Administration on expense tracking, credit card reporting, submitting purchase orders, and processing reimbursements.
Provide administrative support to MUSA program director, including reimbursements and event organization.
Assist the Assistant Director of Administration on registration matters.
Help Assistant Director of Administration track PhD student status and progress to graduation; assist in maintaining departmental databases and files.
Process dissertation certification paperwork for doctoral students.
Assist in completion of graduation requirements, including internship requirement.
Perform additional duties as assigned.

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
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.
Flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition assistance here at Penn for employees, their spouse, and dependent children.
Dependent children are also eligible for tuition assistance at other institutions.
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.
Substantial amount of time away from work during the course of the year.
Long-Term Care Insurance in partnership with Genworth Financial, for faculty and staff (and your eligible family members).
Wellness and Work-life Resources
Professional and Personal Development resources
Access to a wide range of University resources as well as cultural and recreational activities.
Discounts and Special Services (arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, and admission to theme parks).
Flexible Work Hours
Penn Home Ownership Services (a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia).
Adoption Assistance (reimbursement for eligible employees on qualified expenses in connection with the legal adoption of an eligible child).