"Staff Assistant C"

Job Description Summary

The Penn Institute for RNA Innovation (Institute) continues to advance cutting-edge research across Penn and the world. We are seeking a highly organized and motivated Staff Assistant to provide administrative and operational support to our team. The ideal candidate will be detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment. This position is essential for ensuring efficient daily administrative operations and supporting our goals and initiatives.

The Staff Assistant serves as the primary front desk contact, delivering exceptional customer service while managing complex administrative operations across the Institute and Weissman lab. This role requires sophisticated judgment, proactive communication, and independent coordination across multiple stakeholders. This position reports to the Managing Director of the Penn Institute for RNA Innovation.

Job Responsibilities

• Serve as the primary liaison for the Director, Co-Director, and Managing Director, anticipating needs, managing high-level correspondence, and ensuring timely execution of strategic initiatives. Serve as a trusted thought partner who can prioritize, synthesize, and advance key priorities.
• Perform advanced office management duties, escorting guests, scheduling events, and coordinating all arrangements for guest speakers, managing memberships and listservs, monitoring/ordering general office and lab supplies, answering phones, submitting work requests and repairs, preparing expense reports, and making travel arrangements in Concur.
• Assists with onboarding and announcing new staff.
• Assists with updating weekly and distributing weekly newsletter, website, and social media presence.
• Helps to develop and execute communication and advertising strategies for Institute events.
• Additional general administrative duties include:
  • Retrieve, sort, and distribute mail.
  • Retrieve packages from other carriers, such as FedEx and UPS, and distribute to appropriate personnel.
  • Maintain a schedule for conference rooms and book time for those wishing to reserve.
  • Ensure the kitchen is fully operational and stocked with supplies.
  • Maintain and Upkeep office machinery and furniture.
  • Liaise with IT specialists to resolve problems.
  • Provide back-up administrative support for PIs housed within the Institute's space.
  • Order catering for meetings, seminars, and symposiums.
  • Liaise with the Institute's Senior Leaders to ensure alignment with broader pillar messaging and outreach goals.
  • Collaborate with staff across Penn to co-execute joint initiatives.
  • Serve as a key conduit between the Institute and various support teams, contributing to institution-wide efforts.
  • Provides backup assistance for lab communications and scheduling of lab meetings.
• Other duties and responsibilities as assigned

Qualifications

• Bachelor of Science and 2 to 3 years of progressively responsible administrative experience, preferably in higher education or a complex organizational setting, or an equivalent combination of education and experience is required. Bachelor's degree and 5 to 7 years of experience preferred.
• Demonstrated ability to handle sensitive and confidential information with discretion
• Demonstrated ability to apply AI-based tools to improve accuracy and efficiency in administrative tasks.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), web design, BEN Financials, and Concur.
• Proven ability to manage multiple priorities in a fast-paced environment.
• High level of initiative, strategic thinking, and problem-solving ability.

Job Location

Philadelphia, Pennsylvania

The Institute's Staff Assistant serves as a strategic administrative and programmatic partner to the Director, Co-Director, Managing Director, and the Institute's administrative team, and is responsible for the seamless day-to-day operations of the Institute and the Weissman lab. The Staff Assistant is critical to advancing our mission and visibility through high-level operational planning, sound decision-making, and continuous strategic oversight.

Department / School

Perelman School of Medicine

Pay Range

$55,000.00 - $75,000.00 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.

To apply

visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/One-uCity-Square/Staff-Assisstant-C_JR00117176-1