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
Staff Assistant C
Job Profile Title
Staff Assistant C
Job Description Summary
This position is responsible for high-level administrative support for Executive Director of Pennâ™s Online Learning Initiative (OLI), Faculty Director, and OLI team and plays a central role in coordinating the tasks of those who are managing current and creating future online programs and content. This involves complex scheduling across departments and facilities, management and processing of expenses, detailed clerical work in the areas of compliance and accreditation, and general office management. This position will act as liaison with internal and external constituencies, which include faculty members of all 12 schools, vendors, the OLI Faculty Advisory Committee, University stakeholders, and both potential and returning learners through email and phone. This position also facilitates several standing committees related to online learning in addition to small and large-scale event planning including visiting speakers, conferences, workshops, and receptions. In parallel, this position provides high-level project management of Pennâ™s Online Learning Platform (in collaboration with the technical lead, including serving as the primary point of contact for vendors and internal stakeholders, assisting with needs assessments across school teams, supporting technical project manager in design and roadmap planning, and working collaboratively to support multiple version launches.
The Staff Assistant will perform high-level, multi-faceted, administrative, logistical and other support and coordination duties for the OLI leadership and team members.Manage University-wide special projects of priority, which may include donor and board stewardship and other high level projects in a fast-paced environment. Will be responsible for coordinating the team's complex schedules and serve as a liaison for all internal/external individuals and organizations. Develop and maintain office procedures, coordinate meetings and events, prepare presentations and materials for meeting. Draft important correspondences, research and reports. Will manage expense processes and do detailed work in the areas of compliance and accreditation. Establish and maintain critical office systems and protocols, including document management system and other systems required to improve efficiency, information sharing and shared learning.
Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required.
Experience providing high-level administrative support, preferably in a University or technology-focused environment.
Experience managing complex scheduling including committee management and coordination of domestic and international travel.
Event planning and coordination for small and large-scale events including visiting speakers, conferences, workshops, and receptions.
Meeting facilitation and note-taking.
Ability to work in a fast-paced and collaborative environment while maintaining attention to details and deadlines.
Efficient and effective communication among diverse audiences including university leadership, faculty, staff, prospective learners/students, partners, and vendors.
High-level writing/editing skills a plus.
Microsoft Office advanced user, including high level proficiency in Word, PowerPoint, Outlook and Excel. Proficiency with databases (specifically Salesforce), project management tools, video conferencing tools, Drupal, and Concur preferred.
Please include a Cover Letter and Resume to be considered for this position
Job Location - City, State
Department / School
Provost Interdisciplinary Programs
$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.
Internal Number: JR00016766
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.