Office Administrator

Pennsylvania, United States
13 Feb 2019
End of advertisement period
13 Apr 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.

The Development and Alumni Relations organization at the University of Pennsylvania is one of the premier development organizations in the world.
Penn’s Development and Alumni Relations (DAR) team members benefit from an exceptional work environment where professional excellence and individual pride in achievement are grounded in a strong institutional commitment to integrity and collegiality as we strive for collective success. For talented and innovative individuals, a career at the University of Pennsylvania offers the chance to be part of an exceptionally exciting environment at the nation’s first university.

We seek talented individuals who will constitute a community that draws on the strength that comes with a substantive institutional commitment to diversity. Diversity is prized at Penn as a central component of our mission and helps create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship.

Penn’s commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our employees will be both stimulated and empowered to shape a better world.

Finance and Operations (FAO) serves as the primary financial and facilities resource for all departments within Central Development & Alumni Relations, including Penn Medicine Development and serves as DAR’s liaison to the Comptroller, Budget, ISC, Penn Facilities and Penn Public Safety. FAO provides information and support in areas specifically related to Travel (policy compliance and reimbursement), Procurement (BEN Financials, Penn Purchasing Cards, petty cash), Budget, Facilities Management and Telecommunications.
This position will report directly to the Finance & Operations Manager and will have a dotted line to the Executive Assistant to the Sr. VP for DAR (development and Alumni Relations).
Staff the concierge desk of the FMC/DAR space (3rd floor) and work with the Executive Assistant to the Sr. VP for DAR, to ensure continuous coverage of the reception desk during business hours.
Act as primary contact between DAR and the building landlord (Brandywine Realty Trust) for all visitors, non-USPS deliveries, and catering.
Provide excellent customer service by answering the department’s general line and transfer calls to the appropriate DAR staff member or office; respond timely to email inquiries.
Manage landlord’s eTenants database for guest including adds and updates to the guest list for FMC security. Act as the point of contact for building security in main lobby and approve the arrival of guests in conjunction with building security.
Cross train back-up support staff member when needed; maintain open communication and schedule with Executive Assistant to the Sr. VP for DAR and Finance & Operations team when daily back-up support is needed.
Act as a liaison for Finance & Operations to report, track, and manage issues related to the building and DAR’s workspace via eTenants and DAR-JIRA systems. Point of contact for building maintenance and DAR vendors (Catering, Housekeeping, Supplies, etc.)
Handle the replacement of lost or damaged employee security badges efficiently.
Responsible for accepting deliveries from FedEx, UPS, DHL, etc.; coordinate with various departments to ensure timely pick-up of all packages.
Manage conference room operations for all FMC 3rd floor conference rooms which includes managing security access, technology, deliveries/catering for these rooms. Will work in conjunction with DAR I.T.
Assist with maintaining coffee/pantry supply stock in all Pantry areas in conjunction with supply vendor.
Assist with various tasks and projects as requested (volunteer) or required (assigned). For task/projects done during work hours, pre-approval is required.

High School Diploma required, Bachelor’s degree preferred and 3-5 years of experience or equivalent combination of education and experience. Candidate must demonstrate strong interpersonal and communication skills. Candidate must display excellent attention to detail, the ability to prioritize work and the ability to handle multiple tasks simultaneously. Must demonstrate excellent customer service skills. Proficient in Microsoft Office (Word, Outlook, Excel). Must be able to work collaboratively. Able to lift at least 25 pounds. Staff events as needed.

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.