Assisstant C

Position: Staff Assisstant C
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.

As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

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.

Posted Job Title

Staff Assisstant C

Job Profile Title

Staff Assistant C

Job Description Summary

The Penn Institute for RNA Innovation (Institute) continues to advance cutting-edge research across Penn and the world. We are seeking a highly organized and motivated Staff Assistant to provide administrative and operational support to our team. The ideal candidate will be detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment. This position is essential for ensuring efficient daily administrative operations and supporting our goals and initiatives.

The Staff Assistant serves as the primary front desk contact, delivering exceptional customer service while managing complex administrative operations across the Institute and Weissman lab. This role requires sophisticated judgment, proactive communication, and independent coordination across multiple stakeholders. This position reports to the Managing Director of the Penn Institute for RNA Innovation.

Job Description

Job Responsibilities

+  Serve as the primary liaison for the Director, Co-Director, and Managing Director, anticipating needs, managing high-level correspondence, and ensuring timely execution of strategic initiatives. Serve as a trusted thought partner who can prioritize, synthesize, and advance key priorities.

+  Perform advanced office management duties, escorting guests, scheduling events, and coordinating all arrangements for guest speakers, managing memberships and listservs, monitoring/ordering general office and lab supplies, answering phones, submitting work requests and repairs, preparing expense reports, and making travel arrangements in Concur.

+  Assists with onboarding and announcing new staff.

+  Assists with updating weekly and distributing weekly newsletter, website, and social media presence.

+  Helps to develop and execute communication and advertising strategies for Institute events.

+ Additional general administrative duties include:

+ Retrieve, sort, and distribute mail.

+ Retrieve packages from other carriers, such as Fed Ex and UPS, and distribute to appropriate personnel.

+ Maintain a schedule for conference rooms and book time for those wishing to reserve.

+ Ensure the kitchen is fully operational and stocked with supplies.

+ Maintain and Upkeep office machinery and furniture.

+ Liaise with IT specialists to resolve problems.

+ Provide back-up administrative support for PIs housed within the Institute's space.

+ Order catering for meetings, seminars, and symposiums.

+ Liaise with the Institute's Senior Leaders to ensure alignment with broader pillar messaging and outreach goals.

+ Collaborate with staff across Penn to co-execute joint initiatives.

+ Serve as a key conduit between the Institute and various support teams, contributing to institution-wide efforts.

+ Provides backup assistance for lab communications and scheduling of lab meetings.

+ Other duties and responsibilities as assigned

Qualifications

+ Bachelor of Science and 2 to 3 years of progressively responsible administrative experience, preferably in higher education or a complex organizational setting, or an equivalent combination of education and experience is required. Bachelor's degree and 5 to 7 years of experience preferred .

+  Demonstrated ability to handle sensitive and confidential information with discretion

+ Demonstrated ability to apply AI-based tools to improve accuracy and efficiency in administrative tasks.

+ Exceptional organizational skills and attention to detail.

+ Strong written and verbal communication skills.

+ Advanced proficiency in Microsoft Office Suite…