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Posting Details

Posting Details

Reference Number 07-27598
Posted Job Title ADMIN ASST A
School Name Wharton School
Org Boettner Center for Pensions and Retirement Research
Posted to the Web 12/19/2017
Posted Job/Salary Grade 023
Employment Type Non-Exempt
Hours 35.00
Position Type Full Time
Position Schedule 9:00AM - 5:00PM
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 World’s First Business School

In 1881, American entrepreneur and industrialist Joseph Wharton established the world’s first collegiate school of business at the University of Pennsylvania.

Wharton’s pioneering vision was to produce graduates who would become ‘pillars of the state, whether in private or in public life.’ The Wharton School maintains a long tradition of educating visionary business leaders in academia, business, government, and not-for-profit organizations.

Today, Wharton has expanded the scope of this vision to become the most comprehensive source of business knowledge in the world – with over 225 faculty members, 95,000 alumni, 5,000 students across 10 academic departments, 20 research centers, and more than 9,000 executive education participants annually.


The Admin Assistant will provide overall administrative support to the Center including: drafting various communications and correspondence, travel arrangements, answering phones and directing phone/fax/email inquiries, distributing mail, photocopying, scanning, hand deliveries, and express shipping. The incumbent will be responsible for maintaining and updating filing systems, archiving documents, tracking book supplies, and issuing office/library keys as well as obtaining signatures on restricted access forms.

The Admin Assistant will also work with the Associate Director on various tasks associated with our annual fundraising campaign to include, updating membership forms in Microsoft Word and Adobe Pro, generating letters via mail merge for membership renewals and prospects, corresponding with returning and prospective sponsors, conducting membership follow-ups, as well as other general assistance. The incumbent will assist the Admin Coordinator with various tasks related to PRC events and annual conferences including: invitations, nametags, and thank you gifts. The Admin Assistant will also arrange smaller events such as luncheons and board meetings. The incumbent will assist in the visiting scholar appointment process by drafting appointment letters and confirming the funding and visa status of prospective scholars.

The Admin Assistant will assist with managing the Center’s website and social media presence. Responsibilities include: utilizing WordPress to update the website content for working papers, book chapters, news and videos, and the PRC Blog on Forbes. The incumbent will also assist with drafting various communications such as the monthly newsletter and will send out via a web-based contact management system, as well as distributing publications to PRC Board Members and Partners.

The incumbent will assist the Associate Director in processing financial transactions including: travel reimbursements, payments to vendors, purchases, check and gift processing. Appropriate University systems and procedures will be utilized for financial processing including: the Concur Travel System, PDA forms, paying honoraria, the University’s Purchasing Card, BEN Buys, BEN Deposits, BEN Financials and gift processing procedures. The Admin Assistant will also complete the monthly financial reconciliation process (to include verifying documentation and matching expenditures to reports) and assist in gathering documentation for the annual financial audit.

The Admin Assistant will assist the Admin Coordinator with the annual publications process as needed. Assistance may include proofreading and editing papers/graphs/tables using Microsoft Excel, and formatting according to publisher standards.


A High School Diploma or GED and 1 year to 2 years of experience or equivalent combination of education and experience is required. The candidate must have strong customer services skills. The candidate must have excellent organizational skills, strong verbal & written communication skills, attention to detail, ability to take responsibility for high-quality work produced in timely fashion, and work effectively in a team atmosphere. Must be skilled in Microsoft Applications including Word, Excel, and PowerPoint (Access a plus). Must also have knowledge, or be willing to train in, various website and internet technologies to include: Acrobat, WordPress, YouTube, Facebook and Twitter. Candidate must also have knowledge or be willing to train in University systems including BEN Financials, Concur Travel System and other systems required to complete job functions.

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. Cover Letter
  2. Resume
Optional Documents