Administrative Assistant for Regional Clubs

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 Large Employers in 2023.

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.

Job Description Summary

Reporting to the Director of Alumni Regional Clubs, the Administrative Assistant will support the Regional Clubs team in all aspects of serving Penn alumni around the globe. The Administrative Assistant is responsible for managing all administrative functions of the team. There is also responsibility as an integral member of the collective Alumni Relations administrative team.

Job Responsibilities

• Arrange meetings for staff. Reserve meeting space for larger meetings on and off campus and prepare meeting and related materials.
• Prior to events, create registration web page using iModules (or other technologies). Maintain registration information and print reports. Prepare and send invitation and event follow-up emails using iModules. Prepare nametags when necessary. Serve as liaison to clubs/regions to track attendance of events and then upload into Compass. Responsible for gathering, packing, and shipping event materials and giveaway items for alumni and clubs.
• Responsible for updating and maintaining alumni contact information and volunteer activities in alumni database. Support liaisons in developing invitations, creating registration forms, maintaining listservs, and updating websites using iModules. Work with Director to coordinate submissions to the Gazette on club listings, club spotlights and club events.
• Maintain Regional Clubs budgets using Ben Financials. Responsible for recording expenditures, paying bills, depositing funds. Maintain budget account books and/or database and monitor budget activities. Secure purchase orders and arrange required payment to vendors. At the end of each month, reconcile all payments and deposits and meet with Director to review monthly budget reconciliation. Responsible for submitting contracts for payment.
• Serve as liaison to alumni online database and administrator to coordinate implementation and management of on-line resources for clubs, especially iModules and listserv functionalities.
• Compose correspondence in response to inquiries. Perform general office duties as required.
• Provide staff support for events as determined by supervisor.
• Update information for team and maintain reports, databases and lists.
• Share responsibility with other administrative assistants for answering all incoming departmental calls, take messages as necessary and otherwise direct calls appropriately using best customer service skills. Also share responsibility for sorting departmental mail, checking and responding to departmental email inquiries, and checking/responding to departmental voice mails, and staffing receptionist desk on designated days. Provide assistance and/or registration for other Alumni Relations programs as needed, specifically Alumni Weekend and Homecoming. Monitor general Penn Alumni email inbox on assigned day and respond to all inquiries.
• Support and staff on campus events hosted by Alumni Relations including Alumni Weekend, Homecoming, Penn Spectrum, Alumni Volunteer Leadership Retreat, etc. Some weekends and evenings required.
• Performs other duties as assigned.

Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Excellent communications, telephone and interpersonal skills required. Good organizational skills.
• Demonstrated proficiency with use of databases (alumni on-line resources, Excel and/or Access), word processing, electronic communication, etc. is necessary. Proficiency with internet applications and comfortable with on-line navigation and terminology. Budgetary skills, such as the University's own Ben Financials is desired.
• Must have customer service orientation, be resourceful and a team player.
• Ability to take initiative and prioritize.
• Willingness and availability to work occasional evenings and weekends in connection with alumni activities and events.
• Ability to balance several projects simultaneously and set priorities.