Building Manager & Adminstrative Assistant, Sweeten Alumni House (NOT Hybrid Eligible)

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

Building Manager & Adminstrative Assistant, Sweeten Alumni House (NOT Hybrid Eligible)

Job Profile Title

Administrative Assistant B

Job Description Summary

Responsible to both the Director of Operations and Special Programs, and the Director of the Penn Alumni Ambassadors Program (PAAP). Oversee the reception function of Sweeten Alumni House. Under general supervision, greet visitors, answer telephones, and perform clerical duties. Work with databases to store, retrieve and update information. Assist with projects to support other teams in Alumni Relations. Oversee space rentals and scheduling. Working with the Director of Operations and Special Programs, troubleshoot any issues related to building management, facilities, maintenance, or security. Provide Administrative support to Penn Alumni Ambassadors Program (PAAP). Manage communication for incoming phone and email requests, as well as some outgoing communication to alumni volunteers. Assist with event planning logistics and associated paperwork. Assist with volunteer committee management support and direct ambassador assignments wherever needed. Register new ambassadors and update personal information across PAAP and Penn systems.

Job Description

This is an in-office position, Monday–Friday

BUILDING MANAGER / FACILITIES

• In conjunction with the Director of Operations and Special Programs who is also the building administrator, coordinate facility usage and oversee the facility conditions of the Sweeten Alumni House.
• Handle reservations for individuals and groups using meeting space and enforce established regulations and fee charges.
• Serve as liaison with caterers and other outside vendors involved with use or rental of space in Sweeten Alumni House.
• Serve as liaison to other University departments whose work impacts the Alumni House, including Facilities Services, Maintenance, and Security. As necessary, alert supervisor or other staff members of any issues or concerns. Maintain logs and files.
• Perform other duties as assigned.

RECEPTIONIST

• Ensure the reception desk is covered at all times (8:00am - 5:00pm or 8:30am - 5:30pm, Monday-Friday)
• Keep the coffee service area stocked and clean at all times. Order coffee supplies.
• Greet visitors and deliveries accordingly and notify appropriate department or person of their arrival.
• Ensure first floor of Sweeten House is tidy, presentable, and welcoming for visitors.
• Keep literature well-stocked and make available complimentary coffee and ice water.
• Share responsibility for answering telephones and retrieving voicemail.Take complete and accurate messages and/or direct calls to appropriate person or area accordingly using best customer service skills.
• Check shared email accounts daily and respond as appropriate within 24 hours.
• Answer general phone inquiries. Ask for caller information and provide general information and assistance.
• Assist in projects for other Alumni Relations teams, such as mailings, event/meeting preparation, when necessary.

PENN ALUMNI AMBASSADORS PROGRAM (PAAP):

• Answer emails, phone calls, in-person requests as it pertains to PAAP.
• Assist with volunteer committee management support and direct ambassador assignments wherever needed.
• Provide PennKey support for new and existing members.
• Register new ambassadors and update personal information across PAAP and Penn systems.
• Facebook moderator – verifying and adding new members into the PAAP Facebook group.
• Provide administrative assistance to the Ambassadors Program, overseeing particular procedures, maintaining databases, and assisting with event planning logistics.

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.**

QUALIFICATIONS:

• High School Diploma and 3-5 years' experience required with one year progressively responsible receptionist experience preferred or equivalent combination of education and experience required.
• Basic knowledge of Alumni Relations helpful. Pleasant and courteous telephone manner. Good organizational skills, customer service skills, and communication skills.
• Working knowledge of Microsoft Office applications required.
• Additional knowledge of databases preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$19.32 - $23.06 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be 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