Administrative Assistant, The College Office (Academic Year)

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, The College Office (Academic Year)

Job Profile Title

Administrative Assistant B

Job Description Summary

The College of Arts & Sciences at Penn seeks a staff member to serve as the primary point of contact for students and visitors to the main office suite, requiring strong communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The College Office is the central location and hub for the offices of the Dean, Advising, and Academic Affairs, as well as all events and services of the College of Arts & Sciences at Penn. The College Office Administrative Assistant serves as the first contact and face of the College for students and other visitors, maintaining a welcoming, professional, and responsive atmosphere in person, by phone, and via email.

This is a full-time position for 9-10 months per year (i.e., "limited service"), approximately August to May, and is benefits-eligible.

Job Description

Tracing its roots to the founding of the University, the College is home to 6,400 undergraduates in the School of Arts and Sciences. It is the heart of the academic experience at the University of Pennsylvania, with students from across all of the undergraduate schools at Penn taking many of their courses in the College. Penn's tree-lined campus exists in the midst of one of the country's greatest urban centers, providing College students with tremendous opportunity. From a diverse array of academic options to a strong network of advising and support services, College students are empowered to approach their studies in the true spirit of a liberal arts education.

Responsibilities

The Administrative Assistant is responsible for triaging student needs and inquiries, directing them to the appropriate staff or campus resource. They must engage with students in a manner informed by best practices of student care, recognizing and handling emergent situations with responsibility and compassion. This person also actively manages student traffic through the College Office waiting room and advisor meetings, ensuring that each student sees a staff member and moves in and out of the Office in a timely fashion, especially during peak weeks of student drop-in visits. The Administrative Assistant also trains and supervises several student workers to provide the same standard of service to all visitors.

The Administrative Assistant is also responsible for a variety of tasks related to the operations of the College Office including physical spaces, supplies, and schedules. This person opens and closes the office, including arming and disarming the alarm system, setting up and cleaning up the office kitchen, managing mail and package delivery, ensuring that all incoming phone and email messages are received by the appropriate staff member