Staff Assisstant C

Perelman School of Medicine at the University of Pennsylvania•Philadelphia, PA

2d•$55,000 - $75,000•Onsite

About The Position

The Penn Institute for RNA Innovation (Institute) continues to advance cutting-edge research across Penn and the world. We are seeking a highly organized and motivated Staff Assistant to provide administrative and operational support to our team. The ideal candidate will be detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment. This position is essential for ensuring efficient daily administrative operations and supporting our goals and initiatives. The Staff Assistant serves as the primary front desk contact, delivering exceptional customer service while managing complex administrative operations across the Institute and Weissman lab. This role requires sophisticated judgment, proactive communication, and independent coordination across multiple stakeholders. This position reports to the Managing Director of the Penn Institute for RNA Innovation.

Requirements

Bachelor of Science and 2 to 3 years of progressively responsible administrative experience, preferably in higher education or a complex organizational setting, or an equivalent combination of education and experience is required.
Demonstrated ability to handle sensitive and confidential information with discretion
Demonstrated ability to apply AI-based tools to improve accuracy and efficiency in administrative tasks.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), web design, BEN Financials, and Concur.
Proven ability to manage multiple priorities in a fast-paced environment.
High level of initiative, strategic thinking, and problem-solving ability.

Nice To Haves

Bachelor’s degree and 5 to 7 years of experience preferred.

Responsibilities

Serve as the primary liaison for the Director, Co-Director, and Managing Director, anticipating needs, managing high-level correspondence, and ensuring timely execution of strategic initiatives.
Serve as a trusted thought partner who can prioritize, synthesize, and advance key priorities.
Perform advanced office management duties, escorting guests, scheduling events, and coordinating all arrangements for guest speakers, managing memberships and listservs, monitoring/ordering general office and lab supplies, answering phones, submitting work requests and repairs, preparing expense reports, and making travel arrangements in Concur.
Assists with onboarding and announcing new staff.
Assists with updating weekly and distributing weekly newsletter, website, and social media presence.
Helps to develop and execute communication and advertising strategies for Institute events.
Retrieve, sort, and distribute mail.
Retrieve packages from other carriers, such as FedEx and UPS, and distribute to appropriate personnel.
Maintain a schedule for conference rooms and book time for those wishing to reserve.
Ensure the kitchen is fully operational and stocked with supplies.
Maintain and Upkeep office machinery and furniture.
Liaise with IT specialists to resolve problems.
Provide back-up administrative support for PIs housed within the Institute's space.
Order catering for meetings, seminars, and symposiums.
Liaise with the Institute’s Senior Leaders to ensure alignment with broader pillar messaging and outreach goals.
Collaborate with staff across Penn to co-execute joint initiatives.
Serve as a key conduit between the Institute and various support teams, contributing to institution-wide efforts.
Provides backup assistance for lab communications and scheduling of lab meetings.
Other duties and responsibilities as assigned

Benefits

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.
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.
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.
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.
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.
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.
Penn provides an array of resources to help you advance yourself personally and professionally.
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.
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 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 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.
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.