Executive Assistant A

Job description

Executive Assistant A

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Executive Assistant A

Job Profile Title
Executive Assistant A

Job Description Summary
The Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the School has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education. http://www.med.upenn.edu/

Job Description

Executive Assistant A

The Executive Assistant to the Director of the Institute for Translational Medicine and Therapeutics (ITMAT) within the Perelman School of Medicine is responsible for the smooth and efficient operations of this complex and dynamic organizational structure.

The Director's Assistant is the primary scheduling contact for all matters related to the Director's duties. This involves maintaining confidentiality, handling sensitive information, and high level communications that may likely require scheduling across international and domestic time zones. The Assistant is also responsible for extremely complex and intense international travel arrangements which require an invoice and tracking system.

The Assistant will coordinate complex and confidential material; performing administrative research tasks which include coordination of large constituencies to prepare team science grants; compiling and summarizing data; handling inquiries and requests from external and internal University constituencies; maintaining phone/email contact for both routine and sensitive issues with societies, academic institutions, professional organizations and sponsors; organizing and maintaining office records and files; composing correspondence and forms. The assistant will be responsible for formatting text and graphics for large grant submissions as well as proofreading of final documents. The Assistant will also assist the Director in managing and tracking consulting agreements, Conflict of Interest reporting, Material Transfer Agreements, protocols, letters of support, and manuscript submissions.

The Assistant coordinates an annual, international, two-day symposium which requires coordination of travel, event planning, registration, and management and tracking of symposium expenses. The Assistant is also responsible for management of many symposia, site visits and seminars related to the various programmatic areas of ITMAT.

A key role of this position is to oversee the development and maintenance of website information for the Department and Institute. This position also involves maintaining the email listserv for ITMAT membership and sending out communication s to the ITMAT community on a daily basis. The Assistant is responsible for supervising 1 Program Coordinator.


Bachelor's Degree and 5-7 years of experience or an equivalent combination of education and experience required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$50,684.00 - $91,232.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

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.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Smilow-Center-for-Translational/Executive-Assistant-A_JR00023897-1

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Job No:
Posted: 9/16/2020
Application Due: 11/15/2020
Work Type: