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ADMINISTRATIVE ASSISTANT

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Posting Details

Posting Details

Reference Number 32-27903
Posted Job Title ADMINISTRATIVE ASSISTANT
School Name Graduate School of Education
Org Education
Posted to the Web 02/05/2018
Posted Job/Salary Grade 024
Employment Type Non-Exempt
Hours 40.00
Position Type Full Time
Position Schedule TBD
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

At Penn GSE, staff, students, and faculty enjoy an Ivy League environment that supports both practical knowledge building and high-quality research. The community in this top-ranked school is united in its efforts to create positive change through education in our region, country, and world. http://www.gse.upenn.edu/

Duties

The Administrative Assistant must have the ability to interact well with people of diverse backgrounds, including students, faculty, and staff, and must be sensitive to the needs of graduate students. Excellent written and oral communication skills, as well as excellent organizational skills, are required. Strong knowledge of Excel, Word, and internet applications required. Existing knowledge of and experience with Penn systems, including Concur and purchasing, preferred. The successful applicant will have exceptional customer service and interpersonal aptitude.


Under the supervision of the Manager and administrative staff, and some supervision of faculty, the Administrative Assistant will:
* Provide administrative support to the Division Chairs, Managers, fellow administrative staff, and faculty in the Teaching, Learning, and Leadership Division (TLL);
* Process purchase orders, manage purchasing, and process reimbursements for faculty and the Division, and occasionally for students;
* Assist Managers and administrative staff with: making travel arrangements for faculty; program administration; responding to telephone, email, and walk-in inquiries; scheduling room reservations; distributing mail; updating and organizing electronic and paper files; assisting with event planning and with events themselves for students, orientation, and accepted applicant receptions.

Qualifications

A High School Diploma or GED and 3 years to 5 years of experience or equivalent combination of education and experience is required.

Required: Experience using Concur Travel and Expense program, including domestic and international expense reporting, as well as booking domestic and international flights, for both employees, students, and guests. Events experience, including but not limited to conference registration, hotel books, and catering orders. Experience monitoring and reviewing budgets.

Preferred: Experience using Qlikview spreadsheet program. Experience using University of Pennsylvania purchasing and travel card knowledge.

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/34435

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

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter