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Posting Details

Posting Details

Reference Number 50-27281
Posted Job Title ADMIN ASST B
School Name University Library
Org Library Development
Posted to the Web 11/03/2017
Posted Job/Salary Grade 024
Employment Type Non-Exempt
Hours 35.00
Position Type Full Time
Position Schedule 9-5
Months 12
Position Length Ongoing
Position End Date
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.

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.

School/Center Overview

The Penn Libraries serve the world-class faculty and students of Penn’s 12 schools. The Libraries’ collections comprise more than 7 million volumes, over 100,000 journals, some 2 million digitized images, and extraordinary rare and unique materials that document the intellectual and cultural experience of ancient and modern civilizations. Through our collaborative relationships, we supplement Penn’s great local collections with physical access to the Center for Research Libraries (approximately 5 million items), the combined holdings of the Ivies (more than 70 million volumes), and exclusive electronic access to some 2 million public domain titles in the HathiTrust. Today, the Libraries play an instrumental role in developing new technologies for information discovery and dissemination and are noted for groundbreaking work in digital library design. To learn more about the Penn Libraries, visit


The Administrative Assistant reports to the Director of Advancement. The Administrative Assistant will be responsible for managing, coordinating and prioritizing all aspects of the Director of Advancement’s calendar, as well as supporting the Senior Associate Director of Advancement, and the Associate Director of Advancement in executing their duties, such as booking travel and processing reimbursements. The Administrative Assistant will act as a strategic partner to the Advancement team, helping to identify opportunities to engage Penn alumni, supporters and other constituents more closely with the Penn Libraries, as well as assisting the Director with follow-up actions.

They will assist in the planning the logistics for the meetings of the Board of Overseers Meetings, Orrery Society Gathering events and Council Meetings both on and off-campus, as well as acting as the point person, and assisting in the organization of, all development events throughout the year. They will work with a variety of stakeholders to arrange meetings across complex schedules for the Advancement Team, and assisting with booking rooms, setting up AV, and materials as required.

The Administrative Assistant will also be responsible for preparing acknowledgement letters for gifts, preparing gift agreements, processing gifts and populating stewardship reports for gifts to the Orrery Society.

The Administrative Assistant will serve as a point person for the Advancement Team, and will spend time speaking, liaising with, and meeting and greeting donors, friends and high-level stakeholders.


High School Diploma or GED and three to five years of experience, preferably in an academic environment, or an equivalent combination of education and experience, are required. Bachelor’s degree strongly preferred. Prior experience in administrative support preferred. Experience-based, positive, problem-solving, ‘customer service’ attitude; excellent interpersonal, organizational, and oral and written communication skills are essential. Strong PC skills in all aspects of Microsoft Office and database programs are required, as well as experience in working with social media networks. Ability to occasionally lift 25 lbs or less. Ability to staff occasional evening/weekend events as needed.

Affirmative Action Statement

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
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Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Jobs@Penn
    • Contacted by a Penn Recruiter
    • Referred by a Penn Employee
    • Referred by a friend or family member
    • Higher Education Recruitment Consortium (HERC)
    • Inside Higher Ed
    • Other Internet Advertisement
    • Linkedin
    • Twitter
    • Other Social Media Site
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Heard about it at a conference or career fair
    • Apple One
    • Recruitment and/or staffing agency
  2. * What is your highest level of education completed?
    • Less than high school education
    • High School Diploma or GED
    • Vocational or Technical School
    • Associate's Degree or Two Year College
    • Bachelor's Degree
    • Master's Degree
    • PHD/MD/JD or equivalent doctoral degree
  3. * How many years of experience do you have related to this position?
    • 0 to 1 Year
    • 1 to 2 Years
    • 2 to 3 Years
    • 3 to 5 Years
    • 5 to 7 Years
    • 7 to 10 Years
    • Over 10 Years

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter