Administrative Assistant, Penn Physics and Astronomy - University of Pennsylvania

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

Administrative Assistant, Penn Physics and Astronomy





Job Profile Title

Administrative Assistant B





Job Description Summary

The Department of Physics and Astronomy at the University of Pennsylvania is seeking an Administrative Assistant. This position involves taking proactive steps to maintain an accurate departmental website, providing administrative support to faculty and staff, assisting with event coordination, and handling various departmental tasks.





Job Description



The University of Pennsylvania Department of Physics and Astronomy combines world-leading science with the intimate faculty-student community unique to small departments. We are among the smallest of all Physics and Astronomy Departments of the top 25, but we have labs and facilities comparable to some national laboratories, and we often top the list of most highly-cited research.









DUTIES:






As an Administrative Assistant , you will be responsible for various key functions that contribute to the smooth operation of our department. Your responsibilities will include website maintenance, administrative support, event coordination, visitor assistance , and supply management .









Ensuring the accuracy and currency of our department's website is one of your primary tasks. You will regularly update the website and actively seek out relevant information to keep it current. Additionally, you will play a vital role in disseminating important information about seminars, workshops, and departmental achievements. This involves posting updates on the website and university announcement lists while managing notifications associated with these events.









Administratively, you will provide support to faculty members and administrative staff. This includes handling tasks such as travel arrangements, reimbursement processing, appointment scheduling, and helping with coursework-related matters. You will also serve as a backup coordinator for departmental conferences, seminars, and colloquiums, taking on responsibilities like organizing travel arrangements, catering coordination, room scheduling, and ensuring the availability of audio-visual support.









Assisting committee members in the organization of special seminars and colloquiums will be another important aspect of your role. This includes tasks like arranging promotional materials and ensuring the distribution of event information to other departments, bulletin boards, and university announcement lists.









As the first point of contact for visitors to our office/department, you will be responsible for warmly welcoming and assisting them. Managing incoming calls and providing excellent customer service, both in person and over the phone, will be crucial. Additionally, you will respond to emails directed to inf o @physics , providing timely and accurate information.









You will take charge of tracking purchase order numbers on deliveries within the Ben Buys system to identify owners for distribution. Acting as a liaison with external vendors for various departmental needs, such as copy machines, water coolers, coffee services, and confidential bins, will be ongoing responsibilities. This includes maintaining an up-to-date supply inventory and arranging service calls as needed. You will also order all necessary office supplies for courses and effectively handling the sorting of incoming mail . You will also provide crucial support to the director in various administrative tasks and communication efforts, contributing to the overall efficiency of the department.











QUALIFICATIONS:




Required:

+ High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required .

+ Strong organizational and time-management skills.

+ Proficiency in Microsoft Office.

+ Excellent communication and customer service skills.

+ Ability to multitask and work effectively in a fast-paced environment.

+ Attention to detail and accuracy.










Preferred:

+ Previous experience in administrative support or a similar role.

+ Familiarity with university procedures and systems (Ben Buys, Concur, etc.)

+ Experience with CollegeNet or similar application management systems.










Job Location - City, State

Philadelphia, Pennsylvania





Department / School

School of Arts and Sciences





Pay Range

$17.98 - $25.00 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, 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



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.