Staff Assistant C

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.

Posted Job Title

Staff Assistant C

Job Profile Title

Staff Assistant C

Job Description Summary

Provides administrative and/or academic support to a manager, faculty, or leadership team by managing calendars, travel arrangements, and conference calls. Prepares materials such as reports, meeting notes, and newsletters. Manages and coordinates office projects, programs, and operations. May oversee the dossier process for faculty recruitment. Serves as the primary liaison with both internal and external stakeholders on behalf of the leadership team.

Job Responsibilities

• Provide high level administrative support, including the management of special projects and events
• Manage short and long term calendar planning , exercising considerable judgment about multiple demands on the senior leader's time, coordinating and planning among the executive assistants of the School’s leadership team, troubleshooting and resolving scheduling conflicts. Manage travel arrangements
• Prepare and format written correspondence/presentations with a high level of accuracy on behalf of the executive team, ensuring that all correspondence and other written materials/presentations are prepared in a timely fashion
• Act as the primary liaison with external and internal constituencies on behalf of the executive team, keeping them apprised of issues and action items. Ensure effective and coordinated communication within the senior leadership team
• Coordinate executive calendar, independently prioritizing and adjusting commitments, Manage seminar series, events, complex domestic and international travel plans, itineraries and agendas and fiscal responsibility for all reimbursements
• Prepares written correspondence. Collect, compiles, prepares and reviews data ensuring all correspondence and other written materials and presentations are accurately prepared in a timely manner.
• Website management
• Other duties and responsibilities as assigned

Qualifications

Bachelor of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.