Duties: This position has primary responsibility for providing high-level administrative support to four Gene Therapy Program (GTP) Executive Director (ED) positions and plays a central and critical role in ensuring the smooth and efficient functioning of the EDs' schedules. This position will manage the EDs' high-volume and complex meeting and travel schedule; will be responsible for all travel arrangements and management, processing of all expense forms and reconciliation of accounts related to the Director's travel, and will also coordinate internal meeting with the Executive Directors and their reporting staff. This position will act as a liaison with various external and internal constituencies on behalf of the EDs, keeping them apprised of issues and action items on his agenda. This position will also prepare/format written correspondence (transcribing letters and other dictation as necessary) on behalf of the EDs, i.e., reference letters, grant review documents; ensuring that all correspondence and other written materials and presentations are accurate and prepared in a timely manner. The role will also involve playing a primary role in the management/oversight of assigned projects for the evolution and advancement of administrative infrastructure for the GTP. This position requires strong interpersonal skills, diplomacy and accuracy to meet deadlines in a fast-paced environment.
Qualifications: Bachelor's degree and at least 2-3 years of progressively responsible experience in an executive assistant or comparable administrative position or equivalent combination of education and experience requied. Experience in support of senior-level leadership preferred. Ability to work both independently and as part of a diverse and close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, sound judgment, and the prioritization of multiple demands. Thorough knowledge of office procedures including phone messages, scheduling, travel arrangements and reimbursements. Outstanding oral and written communication skills; ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization. High-level of proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) including MS Outlook required; proficiency in Concur a plus; overall high level of computer literacy required. Ability to query databases and use web content management systems. Experience with PubMed, EndNote, Adobe Acrobat, and Quicken with ability to learn and apply new technologies as needed. Strong attention to detail and accuracy in work performance while meeting deadlines. Demonstrated experience in handling confidential information with discretion. Knowledge of Penn policies or experience in a university setting strongly preferred.
Reference Number: 40-25173
Salary Grade: 026
Employment Type: Non-Exempt
Org: DM-Gene Therapy Program
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.
Job Family: X-Secretarial/Administrative