Staff Assistant

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 Assistant

Job Profile Title

Staff Assistant C

Job Description Summary

The individual in this position will provide executive level administrative support to the Chair of Medicine, Chief Academic and Research Officer and Vice Chair for Faculty Development. S/he will obtain and transmit information to executives from within the organization to assist in furthering priorities, as well as filter communications of executives and prioritize communications for review. S/he will serve as liaison between executives and faculty, administrators, and DOM, PSOM and UPHS staff and leadership, and leadership and staff of external entities. S/he will work to execute the initiatives and maximize efforts of executives. S/he will manage incoming calls and email, will respond to various inquiries, and resolve issues. S/he will anticipate needs, execute on initiatives, and maximize the efforts of executives. The incumbent will manage and maintain complex calendars, schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of the responsibilities and priorities of the executives. S/he will coordinate travel arrangements, develop various itineraries, and process expense reimbursements and payments for executives and external visitors. The incumbent will prepare and distribute various materials, compose correspondence for signature, proof correspondence and other material, and maintain filing systems.

Job Description

Job Responsibilities

The individual in this position will provide executive level administrative support to the Vice Chair for Education and the Vice Chair for Faculty Development, who is also the Director of Bone Marrow Transplant, and the incumbent will provide support to her in this role.  S/he will obtain and transmit information to executives from within the organization to assist in furthering priorities, as well as filter communications of executives and prioritize communications for review.  S/he will serve as liaison between executives and faculty, administrators, and DOM, PSOM and UPHS staff and leadership, and leadership and staff of external entities.  S/he will work to execute the initiatives and maximize efforts of executives.  S/he will manage incoming calls and email, will respond to various inquiries, and resolve issues.  The incumbent will manage and maintain complex calendars, schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of the responsibilities and priorities of the executives.  S/he will coordinate travel arrangements, develop various itineraries, and process expense reimbursements and payments.  The incumbent will prepare and distribute various materials, compose correspondence for signature, proof correspondence and other material, and maintain filing systems.

This position requires an individual who possesses a strong work ethic, professionalism, commitment to integrity, and a strict adherence to maintaining confidentiality when needed.  A high degree of initiative is required, as is a proactive approach that anticipates the needs of executives.  Must be organized with exceptional attention to detail and must be capable of balancing multiple tasks in a high-paced environment.  Must be able to work independently, exercise initiative, as well as be a team player.  Mus