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 Pennâ™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.
Posted Job Title
Job Profile Title
Administrative Assistant B
Reporting to the Business Manager of Programs and Special Events, the position assumes an Administrative Assistant role for the staff of Programs and Special Events for over 200 events per year, providing administrative support to the Senior Executive Director, Senior Director, Business Manager and all planners in P&SE. Perform the duties listed as they relate to multi-scale University events and travel events for Development and Alumni Relations, Presidentâ™s Office, Provostâ™s Office, Schools & Centers, Alumni Weekend, Homecoming Weekend, and Family Weekend.
The ideal candidate will have knowledge of and enthusiasm for the events industry and event planning practices, will be detail-oriented, and must have independent decision-making experience to assist Event Planners on-site at an event. Prioritize a large volume of projects with multiple colleagues, meet deadlines, represent the University at events, and interact effectively with staff, vendors, alumni and other guests.
Specific duties include:
Research and book event spaces
Maintain records on campus spaces
Maintain reservations and cancellations
Submit Homecoming and Alumni Weekend Perelman Quad space requests
Maximize and organize office inventory
This includes our event supplies/stock, supplies loaned to other departments, registration and nametag supplies, and our banner and signage inventory
Maintain spreadsheet of frequently used vendors
Assist Planners | Event based needs
Manage registration list and print nametags
Research, collect pricing, and place orders for promo/gifts/giveaways and maintain leftover inventory
Print place cards and table tents
Create graphics for event-related material, including signs and menu cards
Assist Planners | Event day needs
Help with setup, registration, and breakdown (on-campus and domestic events)
Alumni Weekend/Homecoming Tasks
Reserve venues throughout campus
Prepare event boxes
Coordinate lights display with PECO Building and Cira Center
Prepare the Staff & Vendor contact sheets
Assist onsite with certain events (Parade, Picnic, Alumni Award of Merit Gala)
Assist with rain plan preparation, including ordering supplies
Ensure that all general supplies are ordered and in stock
Provide on-call support throughout the weekend
Organize the setup of our staff and supply rooms and arrange for staff meals and refreshments
Maintain the shared supply list for Homecoming and Alumni Weekend
Plan Sweeten Hospitality, Tours, Penn Fair, Arts Fair, and other events as needed
Check for mail daily
Packing/Shipping for off-campus events
Maintain knowledge of eShip system and coordinate shipments for assigned events
Facilitate customs process for international shipping
Maintain relationship with Penn Mail Services
Use Datamax nametag printers
Manage Datamax printer inventory
Oversee service status for the Datamax printers and laptops
Train staff in the proper procedures
Prepare registration lists
Work with DAR Training to collate collected data, develop organized archiving system, and generate reports
High School diploma and 3-5 years administrative experience required, post-HS training or college degree preferred. Proficiency in use of Microsoft Word and Excel required, with proficiency in the Adobe Creative Suite preferred. Ability to conduct internet research necessary. Excellent verbal and written communication skills; organizational skills; positive and team-oriented attitude; thorough knowledge of office procedures, practices and methods; ability to organize and prioritize assignments and work effectively with diverse groups; detail oriented; flexible and productive under pressure; excellent customer service skills. Must be able to follow through on tasks in a timely and efficient manner. Ability to lift 20-50 lbs. Frequent evening and/or weekend work, ability to travel for assigned events, and valid driverâ™s license required.
Job Location - City, State
Department / School
Development and Alumni Relations
$17.58 - $31.65
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.
Internal Number: JR00000138
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.