ADMINISTRATIVE ASSISTANT

Location
Philadelphia, PA
Posted
Jun 10, 2018
Institution Type
Four-Year Institution

Duties: The Office of Programs & Special Events (P&SE) plans over 170 events per year and supports all departments within Development & Alumni Relations. P&SE also oversees all DAR events during Alumni Weekend, Family Weekend and Homecoming Weekend. Our events are located on campus, domestically and internationally.

This position provides administrative support and organization for the Department of Programs and Special Events, providing administrative support to the Executive Director, Director, Business Manager and all planners in P&SE for over 175 events per year. The position will perform related duties as assigned by the Business Manager. They will also perform duties listed below as they relate to University events, including but not limited to Alumni Weekend, Homecoming Weekend, Family Weekend, and Diversity Weekend.

Reporting to the Business Manager of Programs and Special Events, the position performs the duties listed as they relate to multi-scale University events and travel events for Development and Alumni Relations, President's Office, Provost's Office, Schools & Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend.

Specific duties include
Research and book event spaces:
Maintain records on campus spaces
Maintain reservations and cancellations
Submit Homecoming and Alumni Weekend Perelman Quad space requests
Maximize and organize office inventory:
This includes our event supplies/stock, supplies loaned to other departments, and our banner and signage inventory
Maintain spreadsheet of frequently used vendors
Assist Planners with event based needs:
Manage registration list and print name tags
Research, collect pricing, and place orders for promo/gifts/giveaways and maintain leftover inventory
Create graphics for event-related material, including signs and menu cards
Help with setup, registration, and breakdown (on-campus and domestic events)
Alumni Weekend/Homecoming Tasks:
Reserve venues throughout campus
Manage parking vouchers spreadsheet and inventory
Prepare event boxes
Coordinate lights display with PECO Building and Cira Center
Prepare the Staff & Vendor contact sheets
Assist with set-up and breakdown of Parade & Picnic
Assist with rain plan preparation, including ordering supplies
Assist with general supply preparation and provide on-call support throughout the weekend
Organize the setup of Alumni Weekend and Homecoming, make sure supplies are returned to storage after the weekend
Manage Golf Carts (contract, train w/public safety, manage drivers)
Maintain the shared supply list for Homecoming and Alumni Weekend
Plan Sweeten Hospitality, Tours, Penn Fair, Arts Fair, and other events as needed
Check for mail daily
Packing/Shipping for off-campus events:
Maintain knowledge of eShip system and coordinate shipments for large touring events
Facilitate customs process for international shipping
Maintain relationship with Penn Mail Services
Registration process:
Use Datamax name tag printers
Manage Datamax printer inventory
Oversee service status for the Datamax printers and laptops
Train staff in the proper procedures
Prepare registration lists
Work with DAR Training to collate collected data, develop organized archiving system, and generate reports

Qualifications: High School diploma and 3-5 years administrative experience required, post-HS training or college degree preferred. The ideal candidate will have knowledge of the events industry and event planning practices, will be detail-oriented, and must have independent decision-making experience to assist Event Planners on-site at an event. Prioritize a large volume of projects with multiple colleagues, meet deadlines, represent the University at events, and interact effectively with staff, vendors, alumni and other guests. Proficiency in use of Microsoft Word and Excel required, with proficiency in the Adobe Creative Suite preferred. Ability to conduct internet research necessary. Excellent verbal and written communication skills; organizational skills; positive and team-oriented attitude; thorough knowledge of office procedures, practices and methods; ability to organize and prioritize assignments and work effectively with diverse groups; flexible and productive under pressure; excellent customer service skills. Must be able to follow through on tasks in a timely and efficient manner. Ability to lift up to 50 pounds. Frequent evening and/or weekend work, ability to travel for assigned events, and valid driver's license required.

Reference Number: 90-28999

Salary Grade: 024

Employment Type: Non-Exempt

Org: Development Programs

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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