ADMINISTRATIVE COORDINATOR, OFFICE OF THE DEAN
Duties: The School of Arts and Sciences (SAS) is the academic foundation of the University of Pennsylvania, providing liberal arts education for all Penn undergraduates and supporting graduate studies and research across the humanities, social sciences, and natural sciences. The Office of the Dean provides broad oversight for the School's academic departments, education programs, and operations, and also manages the day-to-day administration of faculty personnel.
Reporting to the Assistant Dean, the position of Administrative Coordinator offers a unique opportunity to provide a diverse range of administrative support to the School and the Office of the Dean. Duties will include:
-Provide administrative support to two associate deans: Schedule meetings and maintain complex calendars; prepare correspondence and other documents; coordinate travel arrangements and use Concur to manage reimbursements.
-Provide administrative support to the Senior Administrator for Faculty Affairs: Assist in the management of a large volume of electronic and paper files, including entering personnel documents into the SAS faculty database using a special tagging protocol; assist in distribution of time-sensitive materials to departments, SAS Personnel Committee, and Provost's office; complete routine forms and other paperwork; support special searches coordinated by the Dean's office.
-Serve as office receptionist: Receive visitors to Dean's office; manage incoming telephone calls, assisting callers and directing calls within the office or elsewhere on campus appropriate.
-Provide general office support: Manage office facilities and equipment. Process mail. Provide back-up support to other deans and staff staff as needed. Perform other administrative duties as assigned.
Qualifications: -HS diploma with five to seven years of progressively responsible experience in administrative support position, preferably in academic environment, or equivalent combination of education and experience, are required. College degree preferred.
-Ability to work independently and as part of a team in a fast-paced, executive-level setting requiring initiative, strong organization, and the prioritization of multiple demands.
-Proven record of using technology to serve office processes. Experience with complex database entry. Proficiency with Microsoft Office suite, in particular Word and Excel. Familiarity with web content management systems or HTML desirable.
-Thorough knowledge of office procedures; strong verbal/written communication and customer service skills; courteous and professional presence on the telephone and in person.
-Must demonstrate experience requiring strong attention to detail.
-Ability to exercise discretion with confidential materials.
-Knowledge of Penn preferred. Exposure to faculty personnel matters helpful.
Reference Number: 02-29333
Salary Grade: 025
Employment Type: Non-Exempt
Org: SAS Dean
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