"Executive Assistant A (Department of Neurology)"

Executive Assistant A (Department of Neurology)

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

The Executive Assistant will provide high level administrative and programmatic support to the MS Division Chief and Director of Center of Neuroinflammation and Experimental Therapeutics (CNET) along with the Chief of Staff/Executive Director of Operations. The Executive Assistant will work under limited supervision to provide support for both the PI, the Center, and other programs as necessary such as the Immune Health Initiative and other more complex projects. This is not a remote position.

Job Responsibilities

• Basic administrative functions including scheduling meetings and appointments, maintaining calendars, creating, editing and/or formatting documents, spreadsheets and PowerPoint presentations, submitting and tracking expense reports, arranging travel, screening phone calls and other inquiries, maintaining organized files and contact lists, supplying documents on the Director's behalf, ordering supplies and creating POs, etc.
• Maintain the PIs CV, Other Support document, Biosketch, and other documents. Compile materials for grant submissions and interface with other internal departments including business office staff to resolve issues. Interact with both internal and external stakeholders for resolving issues and providing documentation in a timely manner. Tracking processes. Work under limited supervision to manage more complex projects.
• Arranging CNET, Divisional meetings, and other seminars including scheduling, room and food arrangements, building agendas and creating meeting materials, arranging travel for external speakers, reimbursements, and other event planning as assigned. Taking meeting minutes when needed and creating action item lists.
• Support other team members as necessary. Handling of sensitive and confidential information. Provide support for the Immune Health Initiative activities and other more complex projects. May supervise other staff such as work-study students and interns. Interact with lab members and clinical support staff. Interact with both internal and external stakeholders. Some financial management may be necessary under the supervision of the Chief of Staff.
• Assist Neuroimmunology Fellowship Directors with administrative tasks for the fellowship program.
• Assist the Clinical Director of the MS and Related Disorders Program with administrative tasks when needed.
• Building and updating websites. Other duties as assigned.

Qualifications

Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required. 5-7 years of direct experience providing administrative support to senior managers, preferably in a University academic medicine environment or Health System environment, preferred. Must be proficient in MSOffice products including Outlook, Word, Excel and Powerpoint. Must be able to work under limited supervision. Must have excellent communication, organization, and analytical skills. Ability to effectively problem solve incoming issues. Proven track record of interacting with both internal and external people at all levels. Ability to manage time and work independently under minimal supervision exercising initiative and judgment in setting priorities.

Pay Range: $64,500.00 - $70,000.00 Annual 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.

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.