Administrative Assistant A (Department of Dermatology)

Administrative Assistant A (Department of Dermatology)

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 Employers By State in 2021.

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 is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Assistant A (Department of Dermatology)

Job Profile Title
Administrative Assistant A

Job Description Summary
This position provides basic 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. Assuring a steady completion of workload in a timely manner is key to success in this position.

Job Description

To provide administrative assistance in support of Department Faculty and Chair's academic activities as well as provide assistance to support Departmental functions. Duties may include special projects, coordination of academic events, schedules and/or other academic project management responsibilities.

Responsibilities

- Provide administrative support to approximately 10+ Departmental Faculty. Responsibilities include:

• Support academic activities of faculty to include assisting in preparation of grants, manuscripts, presentations; conduct literature searches; maintain FEDS, current CV/Bibliography and Biosketch
• Calendar maintenance for faculty.
• Coordination of faculty travel arrangements and processing of appropriate reimbursements.
• Office supply maintenance and purchasing requests.

- Provide administrative assistance to support Departmental events. Responsibilities include:

• Maintain assigned records in Departmental database (DERMIS);
• Assist in coordination of Departmental events to include sending invitations, collecting RSVP's, securing venue/catering arrangements with internal and external offices/vendors.
• Perform standard office functions to include answering phones, screening and triaging messages as appropriate; opening and sorting incoming mail; preparing correspondence; confirming appointments; scheduling meetings; organizing and maintaining files.
• Provide support to the Chairman, Chair's office team and COO daily.

- Provide academic-focused administrative support to specific program(s), such as those listed below or another deemed a priority by department leadership:

• Dermatopathology
• Clinical Programs, such as PennDOC, CTCL, Psoriasis, Autoimmune, etc.
• Clinical Research Program
• Basic Research Program

- Provide administrative assistance to support Departmental activities. Responsibilities include:

• Provide back-up support for other team members during periods of increased activity, vacations, or other types of absences.
• Perform additional duties as assigned.

Duties

Seeking bright, experienced, hardworking administrative assistant in the Department of Dermatology, providing academic support to faculty and leadership. Responsibilities will include providing administrative support, such as preparation of grants, manuscripts and presentations, maintaining faculty CVs, bibliography, biosketches, and other database or profile information. The Administrative Assistant will manage complex schedules and coordinate travel, process reimbursements, and perform special projects as assigned. In addition, this position will support compliance initiatives and department projects, helping to organize annual events and communications as needed. In addition, this person will perform standard office duties, such as answering phones, scheduling and coordinating meetings, screening and triaging requests, managing correspondence, organizing office supplies and submitting purchasing orders, maintaining files and records. Seeking candidates with strong customer service experience, outstanding communication skills, advanced organizational skills and professional demeanor.

Qualifications

HS diploma or GED required. College Course work or bachelor's degree preferred. Minimum of 1-2 years' experience as Administrative Assistant or comparable position in high volume, professional office environment. Must have excellent computer skills (MS Office products). Must be detail-oriented, possess excellent communication and organizational/time management skills, and be able to handle multiple tasks with simultaneous deadlines. Must be able to represent the office in a highly professional manner and deal tactfully with diverse constituencies.

Working Conditions

Office, Library, Computer Room Physical Effort Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$16.60 - $25.01
Salary 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.

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


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