"Administrative Assistant, Distribution Services (Space Planning & Operations)"

Job Description Summary

Under the supervision of the Director of Distribution Services, and guidance of the Administrative Coordinator, the Administrative Assistant provides administrative support for all functions of the Distribution Services workgroup, including the Mail Center, Receiving, Infectious Waste Removal, Glasswash, Remote Location Support, and Event Support. The position facilitates daily office operations, drafts and disseminates confidential information, handles high-volume communications and customer service triage, and assists with staff scheduling and timekeeping. The role maintains inventory of supplies, organizes and supports meetings, manages department records, and upholds compliance and professional standards. The Administrative Assistant assists the Sr Coordinator, Distribution Services, with the electronic package tracking system, tracking and reconciling delivery and package data, and preparing operational and activity reports to ensure smooth and timely service delivery. Additional responsibilities include proofreading and formatting correspondence, supporting standard operating procedures, and ensuring proper documentation and reporting. The position requires strong organizational skills, professionalism, and a commitment to customer service for internal and external stakeholders, supporting a positive and compliant department culture. This is considered an "essential" position.

Job Description

Education/Experience:

A high school diploma and three to five years' experience or equivalent combination are required; an associate's degree and at least 3 years of administrative, office, or customer service experience, preferably in a large institutional, distribution, or service-oriented setting, is preferred.

Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience using database systems, electronic document management, and package tracking systems. Strong written and verbal communication skills; ability to draft, proofread, and format correspondence and reports. Demonstrated ability to manage multiple tasks, prioritize workload, and meet deadlines with accuracy and attention to detail. Professional and courteous demeanor with excellent customer service abilities, including effective problem-solving and triage of inquiries. Ability to maintain confidentiality and follow policies related to privacy, document retention, and information security. Capacity to work independently and collaboratively in a fast-paced, essential-services environment and handle occasional interruptions or urgent requests. Ability to occasionally lift or move office supplies or packages (up to 25 lbs.) and willingness to provide flexible support for operational needs.

SPECIAL REQUIREMENTS:

The Perelman School of Medicine is a multi-building research and teaching complex with an emphasis on biomedical research. As such, and to ensure successful fulfillment of its mission (research and education), the School Community requires a much higher level of support service delivery than usually experienced in a typical academic environment. Problems that would be mere annoyances in some facilities have the potential of destroying thousands of dollars and months or years of often-irreplaceable work. The Department of Space Planning & Operations is responsible for coordinating and assuring uninterrupted delivery of the necessary utility and other support services.

The above statement is included in this position description in an attempt to provide the reader with an understanding of:

1. The responsibilities of this Office
2. The importance to both the School and the University of the work performed and
3. The stress and pressure placed upon employees by the emergency situations to which they must repeatedly respond
4. All employees of the Space Planning & Operations department are considered to be "essential."

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$18.99 - $20.67 Hourly Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.