Administrative Assistant A Oral Medicine

Pennsylvania (US)
09 Jan 2019
End of advertisement period
09 Mar 2019
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.

Perform reception desk duties to support the Department of Oral Medicine and Office of Hospital Affairs. Provide the essential services of phone and in-person communication, scheduling, distribution of information. Assist Department Chair and Faculty with meeting arrangements and all aspects of pre-doctoral and post-doctoral courses. Support office operations and act as back-up support when necessary for business operations.
Provide the essential services of phone and in-person communication, scheduling, distribution of information to faculty, staff & students. Accurately manage verbal & e-mail communications & projects & follow-through on tasks to completion. Takes responsibility for all work activities & 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

Assist Department Chair & Faculty with meeting arrangements & all aspects of pre-doctoral & post-doctoral courses. Responds to changing circumstances by being innovative & altering behavior to better fit different situations; consistently exhibits optimism & energy; learns new skills, successfully works with new colleagues; professionally deals with personal discomfort in a changing work environment; willing to be flexible; remains calm in stressful situations.

Type, formulate and deliver simple and complex letters, memos, and schedules for various audiences. Ensure accuracy and precision with messaging & consistently exhibit clear communication. Expresses oneself clearly & 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;
Work with Oral Medicine Admin. Team to counsel students on policies & procedures for assignment of students to domestic & international extramural programs. Acts professionally & calmly at all times when interacting with others; consistently demonstrates concern & courtesy towards colleagues & 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.

Serve as backup in absence of Administrative Coordinator and coordinate administrative tasks, projects, correspondence and filing, and report management as needed by department. Works collegially with others, cooperating in both interpersonal & team relationships; fosters enthusiasm & maintains mutual trust, candor & respect. Fosters a sense of collegial partnership and teamwork.

An Associate’s Degree or two year college equivalent preferred and 1 years to 3 years of experience or equivalent combination of education and experience is required.

Minimum of 2+ years of experience as an administrative assistant, reporting directly to senior management. Strong organizational, project management and problem-solving skills, with impeccable multi-tasking abilities. Ability to manage multiple priorities, tasks, projects and assignments in a timely manner. Demonstrated ability to perform data entry with accuracy and efficiency. Advanced skills with Microsoft Office 365 and key programs (e.g., Word, Excel, OneNote, PowerPoint, etc.) Consistently relates warmly and positively to staff, students and external 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.