Mar 14, 2018
Institution Type
Four-Year Institution

Duties: The Administrative Assistant ensures the efficient support of the Forward Promise Initiative (FP) which is housed at the Racial Empowerment Collaborative at the Graduate School of Education, at the University of Pennsylvania. The role involves handling the affairs of FP administrative staff, consultants, National Advisory Meetings faculty, projects, papers, conferences, and public communication. In addition to handling clerical and administrative responsibilities such as copying, meeting logistics, scheduling, and arranging travel, the Administrative Assistant handles a variety of matters for the highly productive Forward Promise National Program Office (NPO), but working with limited supervision. The Administrative Assistant provides a variety of project and administrative support to the Forward Promise activities, primary of which is the annual convening of Grantees. Other activities include establishing procedures in conjunction with the Director to improve work-flow for Forward Promise. This role reports to the Director and to the Deputy Director of Forward Promise. This position is contingent upon grant funding.

Respond to Forward Promise staff in Huntsville and Philadelphia Offices:
Respond, accurately and with discretion, to a wide array of staff including Deputy Director requests, including scheduling, calendaring, preparation of materials, preparation of mailings, grantsmanship record-keeping, checking monthly budget reports against expenditures, scheduling travel for NAC members, other FP consultants, and NPO staff. Other duties include handling the mail regarding promotional materials, conversations or correspondences between business office, purchasing, and consultants. Coordinating invoice procurement and dissemination between business office, purchasing and consultants. Gathering travel reimbursements from all FP staff and submitting these to the business office.

Center and Faculty Communication:
Track and maintain records of all financial invoicing, communication, reporting between FP and Penn GSE's business office; Prepare and maintain digital sites for joint projects of the FP grantmaking and technical assistance endeavors. Be able to report on the business affairs of the FP to the Racial Empowerment Collaborative staff meetings. Help internal consultant to maintain records of FP staff and faculty productivity including number of sites visited, topics, workshops, and classify based on training, research, grantsmanship or community collaboration events.

Center Events:
Prepare materials for Forward Promise events and conferences (binders, agenda, nametags, etc.); represent Forward Promise to guests and visitors at registration tables and in other day-of-event tasks, with special focus for FP initiatives.

Qualifications: A High School diploma or GED ( Bachelor's strongly preferred) and 3 years to 5 years of experience or equivalent combination of education and experience is required.

Strongly preferred Bachelor's Degree in a Health-related field, such as Psychology, Social Work, Sociology, Nursing etc. Computer literacy skills, knowledge of Excel, Word, Powerpoint. Basic understanding of statistics strongly encouraged. Research experience is also encouraged. Being able to make public presentations in front of an audience of health professionals, preferred.

Reference Number: 32-28215

Salary Grade: 024

Employment Type: Non-Exempt

Org: Education

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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