ADMIN ASSISTANT, COMMUNICATIONS & STEWARDSHIP
Duties: Penn Medicine is one of the world's leading academic medical centers, dedicated to the related missions of medical education, biomedical research, and excellence in patient care. Penn Medicine consists of the Raymond and Ruth Perelman School of Medicine at the University of Pennsylvania (founded in 1765 as the nation's first medical school) and the University of Pennsylvania Health System, which together form a 6.7 billion enterprise.
The Perelman School of Medicine has been ranked among the top five medical schools in the United States for the past 20 years, according to U.S. News & World Report's survey of research-oriented medical schools. The School is consistently among the nation's top recipients of funding from the National Institutes of Health, with 392 million awarded in the 2016 fiscal year.
The University of Pennsylvania Health System's patient care facilities include: The Hospital of the University of Pennsylvania and Penn Presbyterian Medical Center which are recognized as one of the nation's top Honor Roll hospitals by U.S. News and World Report Chester County Hospital, Lancaster General Health; Penn Wissahickon Hospice; and Pennsylvania Hospital the nation's first hospital, founded in 1751. Additional affiliated inpatient care facilities and services throughout the Philadelphia region include Good Shepherd Penn Partners, a partnership between Good Shepherd Rehabilitation Network and Penn Medicine.
Penn Medicine is committed to improving lives and health through a variety of community-based programs and activities. In fiscal year 2016, Penn Medicine provided 393 million to benefit our community.
Under limited supervision, this position provides high-level administrative support for the Senior Director of Communications and Stewardship and members of the department. Responsibilities include overseeing approval process for communications with the Dean's office, in addition to focused administrative support such as managing and reconciling budgets, executing large complex mailings and e-communications to donors, scheduling meetings and appointments, organizing and maintaining departmental portfolio and working with design partners and vendors to facilitate the creation of documents and presentations to leadership donors. Requisite qualities include excellent writing and copyediting skills, superb organizational skills, expert knowledge of Microsoft Office, familiarity with design software such as InDesign, with aptitude to learn additional programs, and a critical eye for detail. An upbeat personality and positive outlook are a must. The successful candidate will exhibit good judgment and discretion handling sensitive donor information, possess an ability to perform under pressure and juggle competing demands, while maintaining a can-do, customer-service oriented attitude.
Provides administrative support to Senior Director of Communications and Stewardship and the Communications and Stewardship team, including clerical support as requested; proofreading; word processing; researching gift information and checking addresses; providing assistance to staff on projects as assigned; acquiring training as needed for operation of computer software.
Works with Dean's acknowledgement writer and Dean's Office to obtain approvals and signatures for correspondence.
Keeps track of departmental budgets.
Uses Word, Powerpoint, and desktop graphics software such as InDesign and Adobe suite to edit materials.
Small writing assignments as needed.
Provides support for day-to-day operations of Communications and Stewardship including: faxing; scheduling meetings, distribution of mail; printing envelopes and producing labels; writing of routine correspondence; general office duties.
Uses spreadsheets, databases, and report management software to create and maintain information resources and management tools for Communications and Stewardship.
Coordinates major mailings, collaborating with Marketing colleagues on all aspects of production of print and electronic newsletters; distributes mailing lists to print vendors
Assists in routine updating of information on department Intranet site.
Processes travel arrangements, expense accounts, vendor bills for Communications and Stewardship.
Assists in production of e-mail communications to specific audiences.
Conducts basic research using a variety of on-line and off-line sources.
Creates and/or works with confidential materials.
Organizes and maintains all office files, including letters, proposals, speeches, reference material, and other departmental projects; maintains and updates photograph files; maintains an efficient system of record-keeping for administrative correspondence and other documents.
Transcribes taped interviews and speeches.
Other duties as assigned.
Qualifications: High school diploma. College graduate preferred. One to three years of secretarial experience required. Excellent organizational and writing/research skills, detail-oriented, proficient with Windows Office, In Design, and navigating the Internet. Working knowledge of word processing, spreadsheets, and database software is required. Experience with e-mail communications and an understanding of visual media and photography preferred. Excellent communications skills and ability to work with the office environment. Courteous, professional manner.
Reference Number: 90-27833
Salary Grade: 023
Employment Type: Non-Exempt
Org: Penn Medicine Development
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