Job description

Duties: The Department of Physics and Astronomy is looking for an Administrative Assistant. This is a 10-month limited service position.
Duties include:
*Process the department's H-1 and J-1 visa requests for postdocs, visiting scholars and visiting students.
*Assist with dossier preparation as well as faculty searches and promotion.
*Maintain departmental website and listserv updates.
*Coordinate meeting and event room reservations, issue undergraduate student lab permits through SRS system, and check student applications using ApplyYourself system.
*Greet/assist visitors and field incoming telephone calls.
*Provide quality customer service to walk-in and telephone contacts; answer questions and provide appropriate source of information.
*Send out general notices to the department, provide copying assistance and complete departmental errands as needed.
*Order and maintain office supplies through Ben Buys system.
*This position will also coordinate office business such as handling delivery packages as well as answering phone calls, fielding inquiries and greeting office visitors

Qualifications: High School Diploma and 3 years to 5 years of experience, or equivalent combination of education and experience, is required. Must possess strong verbal and written communication, strong customer service skills via telephone and in person and strong organizational skills. Proficiency in Microsoft Office Word and Excel. Experience with web development software such as Drupal a plus. Ability to interact well with various constituents such as faculty, students, prospective students, and staff required. Ability to organize and prioritize assignments, as well as carry multiple tasks to completion simultaneously. Knowledge of Penn systems desirable (e.g., SRS, Ben Buys, CollegeNet); willingness and ability to learn new software.

Reference Number: 02-29036

Salary Grade: LIM/24

Employment Type: Non-Exempt

Org: Physics and Astronomy

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: Z-Non-Classified Staff/Non-Unionized Job Grades




Diversity Profile: University



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Job No:
Posted: 6/10/2018
Application Due: 8/10/2018
Work Type: