Administrative Assistant A

Pennsylvania, United States
22 Oct 2018
End of advertisement period
22 Dec 2018
Contract Type
Full Time

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.

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.

Established in 1878, Penn Dental Medicine is among the oldest university-affiliated dental schools in the nation. Penn Dental Medicine (PDM) is on a mission to provide the highest quality clinical and research environment for students while shaping the future of care. Join Penn Dental Medicine to live that mission every day by supporting the research and clinical needs of our patients, students, faculty, staff, and community. With PDM, not only can you maximize your career potential at an Ivy League Institution, but you can make a real difference in the lives of our patients and students.

The type of administrative support for faculty and students includes but is not limited to:

  • academic support for course directors
  • schedule and develop syllabi, course materials, reports
  • meet with students
  • prepare, arrange and proctor examinations
  • maintain course files and grades
  • answer phones and take messages, following up with callers to ensure they have been helped
  • process mail and shipments
  • send out list serve emails
  • arrange catering and participate in department meetings, keep minutes
  • ability to come in early to proctor exams a few times a semester
  • perform other duties as requested by Department Chairman/Dept Coordinator
  • maintain office supplies and the execution of department events
  • maintain CRB records and attend CRB meetings quarterly for 3rd and 4th year students

Promptly schedule and develop course syllabi and other academic course related materials. Takes responsibility for all work activities and personal actions; follows through on commitments; implements decisions that have been agreed upon; maintains confidentiality with sensitive information; acknowledges and learns from mistakes without blaming others; recognizes the impact of one’s behavior on others. 

Timely prepare documents, reports and coordinate department schedules. Responds to changing circumstances by being innovative and altering behavior to better fit different situations; consistently exhibits optimism and energy; learns new skills, performs work in different ways; successfully works with new colleagues; professionally deals with personal discomfort in a changing work environment; willing to be flexible; remains calm in stressful situations. 

Accurately maintain course files including all course grades. Expresses oneself clearly and effectively when speaking and/or writing to individuals or groups; listens attentively; ensures that information is understood by all parties; shares information in a timely manner using the most appropriate method; presents well-organized information in a group setting. 

Answer phones and take messages with a professional tone, response and timely follow-up with various stakeholders. Takes action to improve a situation without waiting for explicit instructions; understands how one’s own actions relate to the University’s and department’s strategic goals; recognizes and responds to opportunities in order to reach a goal; seeks new and improved techniques, solutions, and approaches to completing assignments. 

Compose standard correspondence and answer inquiries as they refer to Department in a timely and efficient manner. Acts professionally and calmly at all times when interacting with others; consistently demonstrates concern and courtesy towards colleagues and customers; treats all people respectfully; takes personal responsibility for correcting problems; follows up with individuals to ensure satisfaction with the level of service they have received. 

Prepare, arrange and proctor examinations on behalf of the department. Treats all individuals fairly and respectfully, works effectively with others, regardless of their background, position, or status; ensures that opportunities are equally available to all; respects different values and viewpoints. 

Meet with students as needed regarding course related matters and follow-up with their concerns and escalate as necessary to department and course leaders. Works collegially with others, cooperating in both interpersonal and team relationships; fosters enthusiasm and maintains mutual trust, candor and respect. If applicable, manages groups effectively and builds partnerships with others. 

Arrange and participate in department meetings including keeping accurate minutes, notes and reports to support department and various stakeholders. Fosters a sense of collegial partnership and teamwork. Encourages cooperation and establishes common ground to achieve larger organization objectives. Builds network of informal friendly relationships to get things done.

A Bachelor’s Degree is preferred and1 years to 2 years of experience or equivalent combination of education and experience. Ability to provide quality service in areas of responsibility. Ability to interact with individuals and departments for quality customer service. Strong ability to utilize MS Office Suite including MS Word and excel, SharePoint, Outlook (calendar, e-mail, task management). Ability to handle confidential materials and matters. Strong organizational skills, with ability to handle multiple tasks and priorities, and meet deadlines. Effective skills in problem solving; critical thinking and positive and pleasant communications to diverse stakeholders.

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.