Posting Details

Posting Details

Reference Number 51-27639
School Name School of Dental Medicine
Org SDM Deans Office
Posted to the Web 01/03/2018
Posted Job/Salary Grade 027
Employment Type Exempt
Hours N/A
Position Type Full Time
Position Schedule 8 am to 5 pm
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

Established in 1878, Penn Dental Medicine is among the oldest university-affiliated dental schools in the nation. Penn Dental Medicine (PDM) is on a mission to provide the highest quality clinical and research environment for students while shaping the future of care. Join Penn Dental Medicine to live that mission every day by supporting the research and clinical needs of our patients, students, faculty, staff, and community. With PDM, not only can you maximize your career potential at an Ivy League Institution, but you can make a real difference in the lives of our patients and students. http://www.dental.upenn.edu/


The Executive Assistant will support the Dean of Penn Dental Medicine, Interim Dean of Dental Medicine and leaders within the Dean’s Administration Suite. Responsibilities include, but are not limited to, proactively managing the day-to-day business activities of the Dean’s Administration Suite; handling confidential information with a high degree of professional discretion; prioritizing, creating and handling internal and external correspondence and screening incoming calls and e-mails. Additionally, the position requires accurate scheduling of meetings and maintaining daily and long-term calendars. The Executive Assistant will make domestic and international travel/meeting/event arrangements and draft business correspondence on behalf of the Dean as needed, create Powerpoint presentations and prepare executive level meeting minutes, reports, summaries and action plans. A strong work ethic, professionalism, commitment to integrity, customer service with diverse audiences, scheduling flexibility and a high degree of initiative are required, as is a proactive approach that anticipates the needs of the Dean’s Administration Suite. Project coordination, execution and follow-through and extensive event planning expertise is required. The Executive Assistant must have a proven ability to work collaboratively and professionally with all levels of Penn Dental Medicine which includes students, staff, visitors, faculty, alumni as well as members of the Board of Directors, and outside clients, vendors and international visitors. This position represents the Dean’s Administration Suite, both internally and externally; and the Executive Assistant must exhibit sensitivity to the position as a role model for Penn Dental Medicine and a representative of the University of Pennsylvania’s mission, values and goals.


Bachelor’s Degree or equivalent and 5-7 years progressively responsible administrative experience required.
* Demonstrated experience in managing complex scheduling including working on a global platform and coordinating multiple schedules.
* Advanced written and verbal communications skills;
* Exceptional attention to details skills necessary and capable of balancing multiple projects;
* Must be able to work independently, and exercise initiative, as well as be a team player.
* Ability to make decisions within scope of responsibility;
* Ability to work under pressure and deal with difficult and highly- sensitive situations;
* Outstanding interpersonal skills; experience working with people at all levels;
* Excellent problem solving skills required; must be able to recognize deadlines and prioritize work accordingly.
* Highly reliable, dependable and excellent organizational skills.
* Advanced level knowledge in Microsoft Office, including Word, PowerPoint, Outlook & Excel.
* Must be willing to work flexible hours.
* The position requires initiative, the capacity to exercise discretion in working with highly confidential matters and the ability to work effectively both independently and as part of a team.
* Knowledge of University policies and procedures desired.

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.
Quick Link http://jobs.hr.upenn.edu/postings/33681

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
    • Indeed.com
    • 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
  4. * Are you able to work flexible hours?
    • Yes
    • No
  5. * Do you have knowledge of University policies and procedures?
    • Yes
    • No
  6. * What is your experience level with Microsoft Office software (Word, PowerPoint, Excel)?
    • None
    • Beginner
    • Intermediate
    • Advanced
    • Expert

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter