ADMINISTRATIVE ASSISTANT

Duties: Reporting to the Business Manager of Programs and Special Events (P&SE), the position assumes an Administrative Assistant role for the staff of Programs and Special Events for over 175+ events per year, providing administrative support to the Executive Director, Director, Business Manager and all planners in P&SE. Prioritize a large volume of projects with multiple colleagues, meeting deadlines, representing the University at events, and interacting effectively with staff, vendors, alumni and other guests. Maximize and organize office inventory including event supplies and stock, supplies loaned to other departments, and banner and signage inventory. Maintain spreadsheet of frequently used vendors and department Shared Calendar. Assist Planners with their Event based needs including: managing registration list, printing nametags; researching, collecting pricing, and placing orders for promotions, gifts and giveaways and maintaining leftover inventory; creating graphics for event-related material, including signs and menu cards; helping with setup, registration, and breakdown on event day for on-campus and domestic events. Alumni Weekend and Homecoming tasks includes: reserving venues throughout campus; managing parking vouchers spreadsheet and inventory;
preparing event materials; coordinating lights display with PECO Building and Cira Center; preparing the Staff & Vendor contact sheets; assisting with set-up and breakdown of Parade & Picnic; assisting with rain plan preparation, including ordering supplies; assisting with general supply preparation and provide on-call support throughout the weekend; managing Golf Carts; planning Sweeten Hospitality, Tours, Penn Fair, Arts Fair, and other events as needed. Maintain knowledge of eShip system and coordinate shipments for large touring events. Work with DAR Training to collate collected data, develop organized archiving system, and generate reports.

Qualifications: High School diploma and 3-5 years administrative experience required, post-HS training or college degree preferred. Proficiency in use of Microsoft Word and Excel required, with proficiency in the Adobe Creative Suite preferred. Ability to conduct internet research necessary. Excellent verbal and written communication skills; organizational skills; positive and team-oriented attitude; thorough knowledge of office procedures, practices and methods; ability to organize and prioritize assignments and work effectively with diverse groups; detail oriented; flexible and productive under pressure; excellent customer service skills. Must be able to follow through on tasks in a timely and efficient manner. Ability to occasionally lift up to 50 lbs. Frequent evening and/or weekend work, ability to travel for assigned events, and valid driver s license required.

Reference Number: 90-26237

Salary Grade: 024

Employment Type: Non-Exempt

Org: Development Programs

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