ADMINISTRATIVE ASSISTANT, HISTORY DEPARTMENT

Location
Philadelphia
Posted
Mar 06, 2018
Institution Type
Four-Year Institution

Duties: Main office representative of History Department needed to act in helpful, welcoming manner for all visitors, staff, faculty members of department, students, and members of School and University community. Field phone calls and in person visitors by offering to assist with inquiries as needed or follow up by referring inquiries to the appropriate party. Duties include office coordination such as supply ordering, managing office equipment, assisting with photocopying and document preparation as needed, updating website, intramural mail and management of departmental mail room, scheduling meetings, arranging for catering, acting as liaison with Business Office and with School facilities staff for maintenance requests, events calendar management and assistance with overflow for other department members as needed.

Additional duties include working with the Associate Director of Undergraduate Studies, collecting faculty teaching preferences, entering course schedules into Curriculum Planner and SRS, and helping to maintain the course catalog. The administrative assistant executes crosslist requests, implements schedule changes, enters course permits and LPS courses. She or he handles final exam room scheduling and the initial phase of classroom scheduling. He or she also assists with other clerical tasks related to the undergraduate program.

Qualifications: A High School Diploma or GED is required and 2 years to 3 years of experience or equivalent combination of education and experience. Bachelor Degree preferred.

This position requires strong interpersonal and customer service skills, a proactive work style, the ability to work collaboratively in a team environment. A willingness to be flexible along with the ability to work on multiple projects; comfort level in working in open office space and to switch gears when interruptions occur such as office visitors and phone calls is necessary for success in this position. Strong follow up skills are necessary. Comfort with and knowledge of technology: Acrobat, Microsoft Word, Excel, Publisher, Photoshop, and Drupal familiarity are highly desirable. Candidate should also be knowledgeable about or prepared to learn the basics of Penn's SRS and Curriculum Planner systems. Willingness to participate in internal University courses and training for programs used as necessary. Previous Penn SRS experience a plus.

Reference Number: 02-28154

Salary Grade: 024

Employment Type: Non-Exempt

Org: History

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

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