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.

Posted Job Title

Assistant to the Dean

Job Profile Title

Staff Assistant C

Job Description Summary

The Annenberg School for Communication (ASC) is a unique place at Penn. Our students receive an education that encourages them to redefine what communication studies can do — and what media expertise entails in the real world. Our faculty, scholars, and students produce rigorous multidisciplinary research that challenges and changes people's understanding of media institutions and their effects. Our staff support this work as part of an intimate work environment, wherein faculty, students, staff, and scholars are one interactive community. As the smallest of Penn’s 12 schools, Annenberg staff enjoy a small-school environment along with the benefits of working for the larger institution. This makes us a truly distinctive employer at Penn.

Reporting to the Senior Director of Administration & Faculty Affairs, the Assistant to the Dean will provide high-level administrative support for the Dean and the Director.

Job Description

• Coordinate and maintain Dean’s schedule: manage short- and long-term calendar planning, exercising considerable independent judgment about competing and multiple demands on the Dean’s time; coordinate planning among the school’s leadership teams and others; troubleshoot and resolve scheduling conflicts; and communicate the final schedule to the Dean.

• Supervise and oversee all aspects of full-time Front Office Receptionist for the administrative suite of Annenberg School. Oversight of responsibilities includes standard administrative duties, maintaining kitchen area and supplies, proofreading letters on behalf of the Dean, ordering recently published books by faculty, and overseeing special project assignments.

• Arrange on-campus and out-of-town appointments, meetings, and conferences; arrange travel, transportation, and lodging for same. Coordinate and confirm itineraries and communicate information to the Dean and all necessary parties. Use Concur to manage travel reimbursements.

• Compose, type, and proofread the Dean’s standard, complex, and confidential material; open and screen mail and redirect, file, or review with Dean as needed.

• Closely monitor the Dean’s schedule and guest arrivals.

• Collect and organize information needed for meetings and reports.

• Maintain reporting calendar for those due to the Dean, University, and outside agencies throughout the year.

• Coordinate other dean functions/events as needed.

• Support the Dean with teaching/course preparation, public lectures, and presentations.

• Assist the Senior Director of Administration and Faculty Affairs in organizing and scheduling various faculty governance meetings and successfully implementing special projects in conjunction with other offices. Coordinate meetings and appointments as necessary and assist in meeting preparation and follow-up.

• Attend and take minutes at bi-monthly Administrative Advisory Group meetings with members of the Dean’s senior leadership.

• Participate in weekly meetings with members of the Dean’s Office staff.

• Handle correspondence and report generation related to special projects.

• Provide administrative support to school faculty and staff on an as-needed basis.

• Act as support and backup to the front office receptionist. Back up administrative duties in the main office – mail, telephone inquiries, receiving packages, greeting visitors, and other front desk responsibilities as needed.

• Work on special projects as needed.

• Other duties as assigned.

Qualifications:

• A Bachelor’s degree and 2 to 5 years of administrative support experience, or an equivalent combination of education and experience, is required.

• Advanced proficiency with Microsoft Outlook, Word, Excel, and Teams is required.

• Prior experience supporting a senior-level executive and previous supervisory experience are preferred.

• Previous experience managing complex calendars and creating itineraries is required.

• Excellent customer service and strong interpersonal skills are key to this role.

• Candidates must demonstrate exceptional attention to detail and have strong oral and written communication skills.

• This role requires solid organizational skills and familiarity with supportive organizational tools.

• Candidates must have the ability to work both autonomously and collaboratively as part of a team, with constituents at all levels of the school.

• The ability to proactively identify issues and offer or implement effective solutions is required.

• Applicants should have a strong work ethic, professional maturity, resourcefulness, initiative, and the ability to maintain a strict adherence to confidentiality. Skills related to tact and diplomacy are required.

• Knowledge of Penn and Penn systems is helpful, but not required.

This is an on-site position with the potential opportunity of moving to hybrid.

Applicants are required to submit a resume AND cover letter in order to be considered for candidacy.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Annenberg School for Communication

Pay Range

$43,919.00 - $70,000.00 Annual RateSalary 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