Duties: The Administrative Assistant must have the ability to interact well with people of diverse backgrounds, including students, faculty, and staff, and must be sensitive to the needs of graduate students. Excellent written and oral communication skills, as well as excellent organizational skills, are required. Strong knowledge of Excel, Word, and internet applications required. Existing knowledge of and experience with Penn systems, including Concur and purchasing, preferred. The successful applicant will have exceptional customer service and interpersonal aptitude.
Under the supervision of the Manager and administrative staff, and some supervision of faculty, the Administrative Assistant will:
* Provide administrative support to the Division Chairs, Managers, fellow administrative staff, and faculty in the Teaching, Learning, and Leadership Division (TLL);
* Process purchase orders, manage purchasing, and process reimbursements for faculty and the Division, and occasionally for students;
* Assist Managers and administrative staff with: making travel arrangements for faculty; program administration; responding to telephone, email, and walk-in inquiries; scheduling room reservations; distributing mail; updating and organizing electronic and paper files; assisting with event planning and with events themselves for students, orientation, and accepted applicant receptions.
Qualifications: A High School Diploma or GED and 3 years to 5 years of experience or equivalent combination of education and experience is required.
Required: Experience using Concur Travel and Expense program, including domestic and international expense reporting, as well as booking domestic and international flights, for both employees, students, and guests. Events experience, including but not limited to conference registration, hotel books, and catering orders. Experience monitoring and reviewing budgets.
Preferred: Experience using Qlikview spreadsheet program. Experience using University of Pennsylvania purchasing and travel card knowledge.
Reference Number: 32-27903
Salary Grade: 024
Employment Type: Non-Exempt
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