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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

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.

COVID-19 vaccination or a University authorized exemption is a requirement for all positions at the University of Pennsylvania. For more information about Penn’s vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title

Administrative Assistant B (Department of Sleep Medicine)

Job Profile Title

Administrative Assistant B

Job Description Summary

This is a position for an administrative assistant who will play a key role in multiple facets of biomedical research logistics by providing support for the Vice Chief of Research, Research Director, Research Faculty & Postdoctoral Fellows within the Division. Coordinate complex schedules/multiple calendars, take meeting minutes, handle travel arrangements & reimbursements, edit correspondence, update CV. Assist with grant preparations, manuscripts & slide presentations. Organize Research Seminars. Process J-1 Visas for visiting scholars. This position provides an excellent opportunity to contribute to the research program and develop related administrative skills.

Job Description

This is a position for an administrative assistant who will play a key role in multiple facets of biomedical research logistics by providing support for the Vice Chief of Research, Research Director, Research Faculty & Postdoctoral Fellows within the Division. Coordinate complex schedules/multiple calendars, take meeting minutes, handle travel arrangements & reimbursements, edit correspondence, update CV. Assist with grant preparations, manuscripts & slide presentations. Organize Research Seminars.Process J-1 Visas for visiting scholars. This position provides an excellent opportunity to contribute to the research program and develop related administrative skills.

Job Responsibilities

Provide administrative support for the Vice Chief of Research, Research Faculty & Postdoctoral Fellows

• Handle travel arrangements & process reimbursements using Concur
• Schedule Meetings & Agenda
• Prepare manuscripts and slides for scientific presentations
• Communicate with Faculty regarding status of assignments
• Order TRL office supplies, copier & fax maintenance, sort mail & prepare shipping labels
• Escort visitors around campus, as necessary.
• Assist faculty with computer/software issues and refer to IT support if unable to assist.
• Request access to TRL/Sleep Center space for new faculty/staff (Penn Public Safety/SOM Security).
• Keep log of non-photo ID card assignment; TRL access requests.
• Provide administrative assistant support to Division Chief as needed
• Process J-1 Visas for visiting scholars.
• Work collaboratively with the Staff Assistant & Administrative Coordinator
• Serve as a resource to faculty and Staff
• Interface with internal & external professionals regarding Division’s policies and procedures
• Handle and resolve issues effectively & efficiently
• Exercise discretion when working with confidential materials

Provide administrative support to Director, Patient Oriented Research

• Draft routine correspondence, schedule meetings, travel/hotel arrangements for various meetings
• Process travel reimbursements
• Obtain on-line articles as needed
• Organize Research Seminar Series
• Assist with manuscripts and presentations

• Manage and maintain filing systems for pertinent records and reports.
• Report known or suspected irregularities to Supervisor.
• Perform other similar and related duties as required.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required. Some college or Associate Degree with 3 to 5 years administrative assistant experience preferred.
• Excellent oral and written communication skills and ability to deal effectively with diverse constituencies.
• Ability to assess needs of Senior Administration, faculty & Staff as well as high level executives and respond accordingly.
• Exceptional interpersonal skills and attention to detail required
• Ability to handle confidential materials, must exercise extreme discretion as job involves exposure to confidential & sensitive matters.
• Ability to meet deadlines, independently complete assignments, and work with minimal supervision
• Advanced Computer skills required; proficient in Microsoft Office—Outlook, Word, Excel, PowerPoint

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School

Perelman School of Medicine

Pay Range

$17.98 - $27.09Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay