Staff Assistant

Job description

Staff Assistant

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
Staff Assistant

Job Profile Title
Staff Assistant C

Job Description Summary
Under limited supervision, the Wellness Staff Assistant provides complex administrative and project management support requiring initiative and judgment for the Associate Provost / Chief Wellness Officer, the Chief Operating Officer of Health & Wellness Services, and the Executive Director of Student Health and Counseling. Responsibilities include, but are not limited to, maintaining staff schedules and calendars, arranging and confirming meetings, planning and implementing division-wide programs, event planning, facilitating communication with relevant stakeholders. The Wellness Staff Assistant is considered a part of, and provides back-up support for, the central administrative support team within the Wellness Department.

Job Description


  • Provide administrative support to the Associate Provost / Chief Wellness Officer, Chief Operating Officer of Health & Wellness Services, Executive Director of Student Health and Counseling and central office staff within the Wellness department. Responsibilities include preparing and managing correspondence; maintaining schedules/calendars; preparing documents such as notes or reports; responding to inquiries; and serving as a liaison with internal and external resource offices and contacts.
  • Organize meetings, conferences, and other internal/external events (such as Campus Conversation); Maintaining minutes and other documentation as appropriate; update and manage the Wellness at Penn website.
  • Assist with the coordination and planning of wellness initiative events and programs, and in collaboration with our Communications Director, design/distribute promotional materials and communications regarding such programs on relevant listservs, social media, etc.
  • Provide backup administrative support to the Wellness administrative support team, comprised of the Executive Assistant and three other administrative coordinators, as needed. Includes occasional front desk coverage responsibilities such as answering the main office phone line and receiving visitors to the office, as well as participation in the planning and execution of divisional service recognition, holiday party, annual staff barbecue, and professional development day.
  • Other duties and responsibilities as assigned.


A Bachelor's Degree and 3-5 years of experience or equivalent combination of education and experience is required. Excellent communication, technological, organizational, project management, and interpersonal skills required. Ability to work effectively with diverse constituents and to function productively as a team member within a busy setting required. Self-motivation and ability to prioritize under limited supervision required. Previous experience maintaining calendar(s) for executive level staff and managing departmental/business social media strongly preferred. Prior experience in University and/or wellness services related setting a plus.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Health and Wellness

Pay Range
$42,953.00 - $77,315.00

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.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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Job No:
Posted: 6/7/2021
Application Due: 6/18/2021
Work Type: Full Time