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 Pennâ™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
Administrative Assistant B, Upward Bound Math Science
Job Profile Title
Administrative Assistant B
Job Description Summary
Under limited supervision, the Administrative Assistant (AA) provides essential support services to the Upward Bound Math/Science Program (UBMS). The AA represents UBMS in contacts with current, prior and prospective program participants, school counselors and families. In addition, the AA provides a high level support to ensure that UBMS successfully adheres to all policies and procedures in its efforts to achieve program objectives, primarily those related to data and file management, processing of financial documents and inventory management.
Under limited supervision, this position provides secretarial, administrative and other programmatic support to managers, employees, students and office visitors by handling a variety of administrative and clerical tasks in order to ensure that all interactions between the organization and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Work autonomously in a team based environment to provide effective support in projects and programs with multiple priorities. Specific duties include:
Data Input and management via the utilization of computer based spreadsheet and database software.
Maintains and insures the completion of student and program files in a confidential and timely fashion. Includes creating new student files, keeping up-to-date records of students files of all student records and correspondence.
Processes, tracks and maintains files for purchases and new hires. Prepares and accurately submits completed requisition/purchasing forms, including stipend requests and Student ID requests, to the Director for approval. Assists with payroll and travel reimbursements. Act as a liaison with UBMS, EAP and other departments and vendors for financial matters.
Serve as the initial point of reception for the daily operation of the UBMS office by answering telephones and responding to in-person inquiries regarding Upward Bound Math Science in a timely, courteous and professional manner.
Delegation of assignments to work-study students
Update, monitor and distribute current UBMS Program materials, including Program website and social media outlets.
Scheduling and managing the Directorâ™s and the Program calendar for participant interviews, parent meetings and special events.
Under supervision, make contacts with schools, parents and Program participants to support Program goals and objectives.
A High School Diploma or GED is required, plus 3 years to 5 years of related experience or equivalent combination of education and experience. Working knowledge of Microsoft Word, as well strong attention to detail. Demonstrated experience creating and managing both digital and hardcopy files essential.
Working Conditions Office, as well as other campus venues where programming occurs.
Physical Effort Typically sitting at a desk or table and light lifting, such as office supply deliveries.
Job Location - City, State
Department / School
$17.58 - $31.65
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.
Internal Number: JR00000915
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.