ADMIN ASST B
Duties: Penn's Multicultural Outreach and Penn Spectrum Programs Team creates meaningful programs of interest to Asian, Black, Latinx, Native American, and LGBTQ communities across the University. The Multicultural Outreach and Penn Spectrum Program Team supports the work of the Association of Latino Alumni, the Association of Native Alumni, the Black Alumni Society, the Lesbian Gay Bisexual Transgender Alumni Association, the University of Pennsylvania's Asian Alumni Network, and by the James Brister Society. The team also hosts Penn Spectrum Weekend, a triennial weekend-long alumni conference devoted to diversity and community. This conference seeks to engage diverse undergraduate and graduate alumni from all walks of life, and to provide a new opportunity for them to reconnect with one another and their alma mater in a meaningful way. Between conference years, Penn Spectrum On the Road events support the continued diversity work of the University.
TCPW is an international network of Penn Alumnae. These leaders, by power of their example, support, foster, and promote the advancement of women and women's issues within the University, thus enriching the University community as a whole.
Responsible for work performed under limited supervision of Director involving extensive secretarial and administrative duties. In addition to supporting all programs in Alumni Relations, the primary area of assignment is with the Global Alumni Network working closely with Director, two Associate Directors, one Assistant Director, and Regional Chapters and Advisory Boards.
Provide administrative support for the MCO and TCPW team members which includes duties such as but not limited to:
Maintain MCO and TCPW budgets using Ben Financials. Responsible for recording expenditures, paying bills, depositing funds. Maintain budget reports and/or database and monitor budget activities. Secure purchase orders and arrange required payment to vendors. Submit Concur reports for self and supervisors. At the end of each month, reconcile all payments and deposits and meet with team members to review monthly budget reconciliation.
Responsible for updating and maintaining alumni contact information and volunteer activities in alumni database. Point person for developing invitations, creating on-line registration, scheduling email releases, and maintaining listservs. Keep websites updated (using iModules). Send electronic and print event invitations. Produce and distribute newsletters. Prepare all data for electronic and print mailings.
Arrange travel for staff members, university administrators and faculty. In this process, negotiate for cost-effective pricing on airline and hotel reservations. Arrange meetings for staff. Reserve meeting space for larger meetings on and off campus and prepare meeting and related materials.
Prior to events, create registration database using alumni online resources. Maintain registration information, print reports and download information into e-mail for distribution. Prepare nametags and other registration materials. When needed, help alumni register for events. Serve as liaison to diversity chapters, JBS, TCPW to track attendance of events and then submit to Records for entry into alumni database. Occasionally assist in planning event logistics, which may include working with caterers and staff at the event location.
Serve as liaison to alumni online database and administrator to coordinate implementation and management of on-line resources for JBS, TCPW, and diversity groups, especially iModules and listserv functionalities. Help to manage social media for JBS, TCPW and diversity groups, including posting information regarding members of each group on their respective social media accounts.
Type correspondence, proofread materials and maintain files. Compose correspondence in response to inquiries. Respond to inquiries via phone and email from alumni group leaders, when needed. Perform general office duties as required.
Provide staff support for events as determined by supervisor including JBS, TCPW, Diversity Groups events, and Penn Spectrum Programming (Penn Spectrum on the Road and Penn Spectrum Weekend).
Update information for team and maintain reports, databases and lists.
Simultaneously as a member of the collective Alumni Relations administrative team:
Share responsibility with other administrative assistants for answering all incoming departmental calls, take messages as necessary and otherwise direct calls appropriately using best customer service skills. Also share responsibility for sorting departmental mail. Provide assistance and/or registration for other Alumni Relations programs as needed, specifically Alumni Weekend and Homecoming.
Performs other duties as assigned.
Qualifications: High School Diploma/Bachelor's Degree preferred;
Three to five years administrative experience. Prior Alumni Relations experience preferred.
Excellent communications, telephone and interpersonal skills required. Good organizational skills.
Demonstrated proficiency with personal computers, use of databases (alumni on-line resources, Excel and/or Access), word processing (preferably Word), electronic communication, etc. is necessary. Proficiency with internet applications and comfortable with on-line navigation and terminology. Budgetary skills, such as the University's own Ben Financials is desired.
Must have customer service orientation, be resourceful and a team player.
Ability to take initiative and prioritize.
Willingness and availability to work occasional evenings and weekends in connection with alumni activities and events.
Ability to balance several projects simultaneously and set priorities.
Reference Number: 90-27782
Salary Grade: 024
Employment Type: Non-Exempt
Org: Alumni Relations
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