Administrative Assistant B - Computer and Information Science Department - Penn Engineering

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

Administrative Assistant B
- Computer and Information Science Department
- Penn Engineering

Job Profile Title

Administrative Assistant B

Job Description Summary

Penn Engineering's world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://(Use the "Apply for this Job" box below)./

The Administrative Assistant for the Computer and Information Science Department in Penn Engineering will perform various administrative functions, including managing all aspects of the reception office, interacting with visitors to the office, directing and responding to inquiries, providing administrative support to faculty, supporting course web sites, maintaining course materials, coordinating meetings, and assisting with special projects.

Job Description

+ Manage and maintain the Computer and Information Science (CIS) Front Office, serving as the primary point of contact and welcoming presence for the CIS Department. Welcome and assist visitors, faculty, students, and staff; respond to and direct inquiries received in person, by email and phone, and through Fresh service; coordinate mail, packages, and deliveries; maintain departmental mailboxes; schedule conference rooms; maintain key inventory and equipment sign-out records;

and monitor, stock, and order office, kitchen, coffee, beverage, and other departmental supplies.

+ Coordinate departmental catering needs, including placing orders, communicating with caterers, and overseeing conference room setup and breakdown for meetings, seminars, and events. Coordinate and process travel arrangements and requests and serve as the primary point of contact for all departmental reimbursements, including preparing, processing, and tracking reimbursement requests and related documentation in accordance with University policies and procedures.

+ Provide administrative support to assigned faculty, including scanning and copying documents, maintaining course websites and materials, ordering textbooks and instructional materials, coordinating faculty and teaching assistant (TA) meetings, scheduling rooms, handling correspondence, and assisting with travel arrangements and related administrative needs.

+ Provide administrative support to the Department Chair and Director, including assisting with special projects, seminars, departmental initiatives, and events and coordinating follow-up activities as needed.

+ Perform other related administrative and departmental duties as assigned.

Qualifications:

High School diploma or GED, with three to five years of related experience, or an equivalent combination of education and experience. Proficient computer skills; experience working with Microsoft Office; ability to multitask, identify mission critical priorities, with strong follow up and closure skills; excellent interpersonal, communication and organizational skills. Must be able to work well in a team environment and independently on specialized assignments.  

Previous experience working in an academic environment preferred.

Candidates must submit a cover letter to be considered for this position.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$19.32 - $29.00 Hourly Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges…