Administrative Assistant, Graduate Division

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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, Graduate Division

Job Profile Title

Administrative Assistant B

Job Description Summary

The Administrative Assistant provides crucial administrative support for the Graduate Division of Arts and Sciences. The person in this role occupies the front desk and serves as the first point of contact for those who enter the office as well as those who call or email. The selected candidate must possess a welcoming demeanor and a service mindset. The person must be adaptable, possess initiative, and be a team player. We are looking for someone who is willing to perform some routine tasks but who also displays the drive to understand the work of the Graduate Division and join in fulfilling its goals.

Job Description

The SAS Graduate Division is the most diverse of Penn’s twelve graduate schools, preparing students for Research Master’s degrees and PhDs across the natural sciences, social sciences, and humanities. Approximately 1,200 doctoral students and 350 Research Master’s students seek degrees in the 33 Graduate Groups within the School of Arts and Sciences. The Graduate Division, led by the Associate Dean for Graduate Studies, serves as the administrative center for graduate studies within SAS, and coordinates fellowships, finances, registration, academic and administrative affairs for students and faculty.

Job Responsibilities

• Associate Dean Support: Manage the Associate Dean’s calendar and facilitate intricate meeting scheduling including committee meetings and individual graduate chair meetings; Manage the annual Graduate Chair appointments and renewals; announce and coordinate the submission of annual fellowship competitions; announce fellowship competition results.

• Admissions Support: Work in conjunction with the Associate Director of Admission to review admission application files for completion in Slate; Assist with responding to internal and external emails regarding admissions and application processing; Consistently perform the activities that support individual and overall team admissions processes by following policies and procedures; Assist with document processing and data entry in student information systems; Scan and file forms and documents using electronic filing systems; Participate in all signature admission events including both on-campus and virtual events.

• General Office Support: Serve as the first point of contact for campus community members and visitors to the Office; Maintain the Graduate Division website, including regular updating of policies, student features, and recent and upcoming events; Manage social media by updating accounts to keep the public informed about current events Maintain office and break-room inventory. Manage office equipment/supplies; Function as facilities liaison, which includes processing work requests for facilities repairs/needs, coordination of housekeeping needs, and liaising with the building administrator; Deliver and distribute all incoming and outgoing mail.

• Event Planning: Assist with events coordination, which includes scheduling the venue and caterer, selecting vendors, crafting invitations and event programs when needed, and overseeing onsite coordination. Events include but are not limited to New Student Orientation, May Graduation Ceremony and quarterly Graduate Chair and Coordinator meetings; manage RSVP