Administrative Assistant, Distribution Services; Space Planning & Operations

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.

Administrative Assistant, Distribution Services (Space Planning & Operations)

Administrative Assistant B

Under the supervision of the Director of Distribution Services, and guidance of the Administrative Coordinator, the Administrative Assistant provides administrative support for all functions of the Distribution Services workgroup, including the Mail Center, Receiving, Infectious Waste Removal, Glasswash, Remote Location Support, and Event Support. The position facilitates daily office operations, drafts and disseminates confidential information, handles high‑volume communications and customer service triage, and assists with staff scheduling and timekeeping.

The role maintains inventory of supplies, organizes and supports meetings, manages department records, and upholds compliance and professional standards. The Administrative Assistant assists the Sr Coordinator, Distribution Services, with the electronic package tracking system, tracking and reconciling delivery and package data, and preparing operational and activity reports to ensure smooth and timely service delivery. Additional responsibilities include proofreading and formatting correspondence, supporting standard operating procedures, and ensuring proper documentation and reporting.

The position requires strong organizational skills, professionalism, and a commitment to customer service for internal and external stakeholders, supporting a positive and compliant department culture. This is considered an “essential” position.

Education/

Experience:

A high school diploma and three to five years’ experience or equivalent combination are required; an associate’s degree and at least 3 years of administrative, office, or customer service experience, preferably in a large institutional, distribution, or service‑oriented setting, is preferred.

Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience using database systems, electronic document management, and package tracking systems. Strong written and verbal communication skills; ability to draft, proofread, and format correspondence and reports. Demonstrated ability to manage multiple tasks, prioritize workload, and meet deadlines with accuracy and attention to detail. Professional and courteous demeanor with excellent customer service abilities, including effective problem‑solving and triage of inquiries.

Ability to maintain confidentiality and follow policies related to privacy, document retention, and information security. Capacity to work independently and collaboratively in a fast‑paced, essential‑services environment and handle occasional interruptions or urgent requests. Ability to occasionally lift or move office…