Administrative Assistant

California, United States
08 Jun 2019
End of advertisement period
08 Aug 2019
Contract Type
Full Time

School Name     Wharton School
Org     Wharton San Francisco
Posted Job/Salary Grade     024
Employment Type     Non-Exempt
Hours     40.00
Position Type     Full Time
Position Schedule     Tues.-Fri. 7 AM-4 PM & Sat. 8 AM-5 PM
Months     12
Position Length     Ongoing

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.

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.

School/Center Overview     

The World’s First Business School


In 1881, American entrepreneur and industrialist Joseph Wharton established the world’s first collegiate school of business at the University of Pennsylvania.

Wharton’s pioneering vision was to produce graduates who would become ‘pillars of the state, whether in private or in public life.’ The Wharton School maintains a long tradition of educating visionary business leaders in academia, business, government, and not-for-profit organizations.

Today, Wharton has expanded the scope of this vision to become the most comprehensive source of business knowledge in the world – with over 225 faculty members, 95,000 alumni, 5,000 students across 10 academic departments, 20 research centers, and more than 9,000 executive education participants annually.


This position is located in San Francisco. No relocation assistance is available.

The Wharton San Francisco Administrative Assistant will function as the receptionist / security person for the campus facility in San Francisco. This person will be the first point of contact as people arrive on the campus and on the phone. This person must be able to multi-task and function at a high level to understand the various constituents who will visit the campus – faculty, staff, students, executive visitors/speakers, executive education participants, alumni and corporate partners, as well as vendors and contractors who may enter the campus. This person will maintain and track security access lists, interface with building management and the leadership team at Wharton, act as a first point of contact for routing of any and all questions/issues, and provide primary support to the Open Space program for alumni and students. Additionally, this person will track campus usage statistics and keep up-to-date metrics on the use of the campus for the senior leadership team.

Additionally, the successful candidate will have strong organizational, interpersonal, and administrative support skills which includes, supply ordering and inventory management, support of seasonal admissions activities, special events, and overall responsibility for assessing and reporting on the physical state of the campus. This person will be tasked with checking people in, monitoring the camera/security system, data entry, photocopying, mail distribution, and support various departments on campus.

This position requires evening and weekend hours. The schedule is 40 hours a week and generally will cover a later afternoon/evening shift, but the schedule is subject to change based on the facility’s schedule and coverage needs.


A High School Diploma or GED and 3 years to 5 years of experience or equivalent combination of education and experience are required. Bachelor’s degree preferred. Excellent written and oral communication, customer service skills, and calm under pressure/emergency situations are essential for this position. Fluency in Microsoft Office, specifically Excel, is required. The successful candidate must be able to work in a collaborative small team environment, while still being able to operate independently when necessary. Previous administrative experience is strongly preferred. Must have a flexible schedule, working primarily Tuesday through Saturday, with occasional shift changes depending on coverage needs.

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.

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