"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.

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

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.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

Background checks may be 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

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.

How to Apply

Please click the "Apply Now" button or visit: https://wd1.myworkdaysite.com/recruiting/upenn/careers-at-penn