Executive Assistant A - School of Medicine

Pennsylvania (US)
17 Aug 2018
End of advertisement period
17 Oct 2018
Contract Type
Fixed Term
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 Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the School has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education. http://www.med.upenn.edu/

Manages, plans and coordinates the implementation of all activities for the Office of the Director and the Administrative Associate Director of the Division of Biostatistics, facilitating their leadership of highly complex academic programs, including 35 primary faculty, an educational program with 38 PhD students, 15 post-docs and multiple annual visitors, as well as many nationally positioned research network projects. Provide project management requiring analysis, research, process improvement, and critical thinking on behalf of the Division Director and Administrative Associate Director. Independently commit and negotiate the Director’s time to those requesting access, both internal and external to Penn, based on an in-depth understanding of the Director’s priorities and commitments to administrative, faculty mentoring, research, teaching and service roles. Follows-up with appropriate faculty, staff and external colleagues to ensure deadlines are met. Facilitates and manages communications and collaboration among the departmental leadership. Serves as the liaison of Office of the Director to various internal and external constituencies, keeping the Director and Administrative Associate Director immediately informed of all matters requiring their attention.

Manages, plans and implements the divisional faculty recruitment efforts, including pre- and post-screening processes, staff recruitment committee meetings, facilitate travel and reimbursements for faculty recruits, and management of all required documentation for the Manager of Faculty Affairs.

Serves in a senior capacity within the administrative staff; providing training and onboarding to new and temporary staff, as needed. Manages and approves weekly time sheets and paid time off for the administrative staff. 

Bachelor’s degree and five to seven years of experience, or equivalent combination of education and experience, required. Demonstrated effectiveness supporting a senior academic program leader, in a university setting with large, complex educational and research programs absolutely essential. Excellent organizational skills, and proficiency with Microsoft Office tools required. Must demonstrate excellent communication skills and highly professional interpersonal style, with flexibility and effectiveness working with diverse groups of people. Ability to work under pressure, with limited supervision, and confidence to exercise independent judgment. Highly organized, meticulous, and flexible; ability to manage time and willingness to work with changing deadlines; ability to prioritize work. Must exercise discretion in working with extremely confidential and sensitive matters. Must have demonstrated exceptionally positive relationships with large groups of faculty, staff, and students. 

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.