ADMIN ASST B
Duties: Work autonomously and in a team-based environment to provide effective project, event, and office support with multiple/competing priorities. Position has dual reporting responsibilities to the Assistant Dean for Graduate Studies and Executive Assistant to the Dean. Responsible for the successful organization and coordination of the following:
Work in collaboration with the Assistant Dean for Graduate Studies to:
Update and improve the School's ability to find and track alumni contact information. Maintain Career Tracker and/or Atlas with alumni job information.
Organize bi-annual Alumni Advisory Board meetings. Work closely with Assistant Dean and other key staff and student groups on planning and execution of events such as convocation, graduation, prospective student's day, etc. Coordinate hotel and travel reservations.
Coordinate all Pro-Seminar schedules for faculty. Identify postdoctoral positions for circulation to listserv. Organize Gerbner Post-doctoral applications.
Assemble summer fellowship requests and report electronically. Assemble all pieces of the qualifying exam dossiers for Grad Studies Committee and schedule the annual review. Coordinate comprehensive exam questions with graduate students. File all questions and answers from faculty and graduate students. Prepare hard copy student file folders for new students. Archive all records and files.
Prepare teaching fellow evaluations each semester and monitor submissions. Schedule graduate studies annual admissions meeting. Assist graduate students with depositing dissertations. Assist with graduate student office moves as needed.
Work in collaboration with Executive Assistant to the Dean to:
Coordinate all aspects of visiting scholars and other academic appointees to the School, including invitation letters, coordinating visas, etc.
Interview, hire, supervise and direct tasks of office student workers.
Assemble yearly graduate student activity reports from the online survey system in time for their annual reports to the Dean.
Order books recently published by faculty.
Act as support and back up for the main office receptionist. Back up administrative duties in the main office - mail, telephone inquiries, receive packages, greet visitors, and other front desk responsibilities as needed. Specifically: answering phones, sort & deliver mail and faxes, monitor Dean's schedule and guests, greet visitors, work on special projects as needed.
Provide administrative support to school faculty and staff on an as needed basis, such as the Events Manager, Director of Communication, etc.
Other duties as assigned.
Qualifications: High School Diploma & 3 years of experience; Associates Degree strongly preferred or equivalent combination of education & experience.
Excellent technological skills a must. Previous experience with databases required. Advanced skills in the use of online search tools and social media. Proficient knowledge of Excel, specifically mail merging & creating tables. Understanding of web based database interfaces, preferably Penn systems (helpful, but not required): Career Tracker, IRQDB, Advisor in Touch and ATLAS. Knowledge of Penn's Student Record System a plus.
Overall knowledge of administrative and clerical procedures and systems required. Experience with Microsoft Office suite, scanning, managing files and records, and other office procedures a must. The ideal candidate will be proactive in their approach to their responsibilities, able to prioritize assignments, and work effectively with diverse groups in a small office environment. Must be reliable, punctual, and exhibit professional maturity. Must have a thorough attention to detail and the ability to handle complex and confidential materials. Excellent written communication skills are required, including a thorough knowledge of the standards of professional writing. Must possess a courteous and professional manner and have excellent interpersonal skills. Excellent verbal communication skills are required, including experience providing exceptional customer and support services.
Reference Number: 36-25552
Salary Grade: 024
Employment Type: Non-Exempt
Org: Annenberg School for Communication
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