ADMINISTRATIVE ASSISTANT

Duties: Reporting to the Assistant Vice Dean of Advancement, this position serves as the primary receptionist which requires managing a multi-line phone system for a fundraising and communications office and serving as the first point of contact at the front desk. In addition, the duties of this position include a variety of administrative tasks, including but not limited to processing purchase order requisitions, scheduling meetings and providing other administrative support to the Assistant Vice Dean and the Executive Director of Communications, coordinating internal, postal and package mail pick up and deliveries, entering routine data updates Penn's fundraising database (ATLAS), and performing basic proactive prospective donor research using online search tools. All members of the Penn Arts and Sciences team are expected to demonstrate a commitment to excellence, approach work with professionalism, creativity, and adaptability, understand and appreciate everyone's unique role and contribution, share information openly and work collaboratively and collegially.

Specific Duties:

*Answer incoming calls and respond to questions, route calls or take messages as appropriate. Greet visitors and assist with requests for information, problems and/or complaints or refer to appropriate individuals for timely resolution.

*Working closely with the office manager, process purchase requests in an accurate and timely manner. Assist in reconciliation of purchases as needed.

*Assist the Assistant Vice Dean and the Executive Director of Communications by scheduling meetings, mailing correspondence, and other tasks as needed.

*Conduct basic research via the internet and other research resources. Edit and proofread donor/prospect short biographies, profiles and briefings. Upload research profiles.

*Maintain current office files, including spreadsheets and procedures documents. Assist in keeping electronic data up to date on various database systems including ATLAS, Penn's fundraising and alumni relations database.

*Manage delivery and distribution of incoming intramural, postal and package mail. Prepare express, standard, and intramural outgoing mail.

*Provide backup assistance as needed in support of the communications and stewardship teams including, but not limited to processing and proofing correspondence and reserving on-campus space.

*Act as backup support to the Office Manager in addressing machine and facilities issues.

*Perform additional duties as assigned.

Qualifications: High School diploma and 3 to 5 years of experience, or equivalent combination of education and experience, are required. Bachelor's Degree is strongly preferred. Proficiency in Windows, Microsoft Word, and Excel is essential, including mail merge. Excellent written, oral and customer service skills, including telephone & interpersonal skills and the ability to work effectively with diverse groups. Proficiency in operating various office machines including copier, fax, computer, etc. Detail oriented with a demonstrated ability to successfully organize & prioritize assignments, and meet deadlines. Team player, flexible & productive under pressure. Handle confidential information. Willing to learn new technologies; knowledge of Excel or other database program desirable. Willing to work evenings as needed.

Reference Number: 02-28366

Salary Grade: 024

Employment Type: Non-Exempt

Org: SAS Office of Advancement

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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