What are the responsibilities and job description for the Administrative Assistant in Architecture, Weitzman School of Design position at University of Pennsylvania?
University Overview
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes 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, and much more.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Administrative Assistant in Architecture, Weitzman School of Design
Job Profile Title
Administrative Assistant B
Job Description Summary
Under the direction of the Director of Administration, this position provides administrative and other programmatic support to staff, faculty, and students by handling a variety of administrative and clerical tasks in order to ensure that all interactions between the organization and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The administrative assistant has a flexible portfolio of ongoing and emerging projects including scheduling and organizing meetings, assisting with student registration including processing course waivers and permits, ordering and maintaining office equipment and supplies, and responding to inquiries from students, faculty, and the general public. The administrative assistant also works with the payroll department to hire and onboard all student workers and serves as the main staff resources for all logistical planning of faculty searches. This position works with department staff to administer the visiting scholar program including visa applications and invitation letters to scholars. This position will work closely with all members of staff and faculty to ensure the successful administration of all aspects of the department
Interested applicants should include a cover letter and resume.
Job Description
Responsibilities:
Serve as administrative assistant to the Chair of the department. This includes scheduling meetings, producing reports and other documents, and arranging travel and hotel accommodations
Assist department staff with course registration including waivers and permits; input student/adviser assignments, assist with commencement proceedings, and other student-based projects as needed.
Schedule and organize all logistical concerns for meetings and special events including catering, room reservations, set-up and break-down, A/V reservations, invitations, and management of RSVP lists. Support logistical planning of meetings, open house, lecture events, and convocation.
Assist the Financial Coordinator in processing invoices, reimbursements, student awards and stipends, travel arrangements, and ordering of office supplies
Serve as main point of contact for the department by monitoring the departmental email addresses and phone numbers. Manage all listservs and distribute information as needed to faculty and staff. Respond to walk-in visitors and organize tours for prospective students.
Provide logistical support for all faculty searches including advertisements, collection of applications, travel and lodging for candidates, meeting and presentation scheduling, and any necessary day-of assistance like room set-up and A/V reservations.
Organize and oversee the hiring of student workers and teaching assistants in coordination with the onboarding and compliance manager.
Administer the visiting scholar program including visa applications. Ensure timely communication with scholars and ensure appropriate access to university and school resources.
Other duties and responsibilities as assigned.
Interested applicants should include a cover letter and resume.
Qualifications:
H.S. Diploma or GED Required, with 3-5 years of related experience or equivalent combination of education and experience.
Working Conditions:
Office, Library, Computer Room
Physical Effort:
Typically sitting at a desk or table
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Design
Pay Range
$17.98 - $27.09
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University 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
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes 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, and much more.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Administrative Assistant in Architecture, Weitzman School of Design
Job Profile Title
Administrative Assistant B
Job Description Summary
Under the direction of the Director of Administration, this position provides administrative and other programmatic support to staff, faculty, and students by handling a variety of administrative and clerical tasks in order to ensure that all interactions between the organization and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The administrative assistant has a flexible portfolio of ongoing and emerging projects including scheduling and organizing meetings, assisting with student registration including processing course waivers and permits, ordering and maintaining office equipment and supplies, and responding to inquiries from students, faculty, and the general public. The administrative assistant also works with the payroll department to hire and onboard all student workers and serves as the main staff resources for all logistical planning of faculty searches. This position works with department staff to administer the visiting scholar program including visa applications and invitation letters to scholars. This position will work closely with all members of staff and faculty to ensure the successful administration of all aspects of the department
Interested applicants should include a cover letter and resume.
Job Description
Responsibilities:
Serve as administrative assistant to the Chair of the department. This includes scheduling meetings, producing reports and other documents, and arranging travel and hotel accommodations
Assist department staff with course registration including waivers and permits; input student/adviser assignments, assist with commencement proceedings, and other student-based projects as needed.
Schedule and organize all logistical concerns for meetings and special events including catering, room reservations, set-up and break-down, A/V reservations, invitations, and management of RSVP lists. Support logistical planning of meetings, open house, lecture events, and convocation.
Assist the Financial Coordinator in processing invoices, reimbursements, student awards and stipends, travel arrangements, and ordering of office supplies
Serve as main point of contact for the department by monitoring the departmental email addresses and phone numbers. Manage all listservs and distribute information as needed to faculty and staff. Respond to walk-in visitors and organize tours for prospective students.
Provide logistical support for all faculty searches including advertisements, collection of applications, travel and lodging for candidates, meeting and presentation scheduling, and any necessary day-of assistance like room set-up and A/V reservations.
Organize and oversee the hiring of student workers and teaching assistants in coordination with the onboarding and compliance manager.
Administer the visiting scholar program including visa applications. Ensure timely communication with scholars and ensure appropriate access to university and school resources.
Other duties and responsibilities as assigned.
Interested applicants should include a cover letter and resume.
Qualifications:
H.S. Diploma or GED Required, with 3-5 years of related experience or equivalent combination of education and experience.
Working Conditions:
Office, Library, Computer Room
Physical Effort:
Typically sitting at a desk or table
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Design
Pay Range
$17.98 - $27.09
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University 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
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