Administrative Assistant, Department of Psychology

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, Department of Psychology

Job Profile Title

Administrative Assistant B

Job Description Summary

The Administrative Assistant will provide administrative support to the Department of Psychology and its community. The position provides all aspects of administrative support including, but not limited to providing administrative support to the faculty, students, visitors, and staff. Duties include: ordering supplies for the department and labs; managing human subject payments; managing departmental events and assisting department manager with various duties called upon; processing different types of reimbursement; organizing process and paperwork for J-1, H-1B scholar and any other visa-related work.

Job Description

The Department of Psychology at the University of Pennsylvania is the oldest continuously functioning psychology department in North America. Psychology is the scientific study of the mind. It deals with how we perceive information in the world, how we process that information, how we respond to it emotionally and cognitively, how we learn about it, and how our mental processes change over time. Because of the breadth of its content and its methodology, Psychology makes contact with a wide variety of other disciplines and interdisciplinary activities. It can be used either as the focus of a liberal arts education or as a complement to another focus. It provides the kind of analytic and conceptual skills which are relevant to becoming a thinking person.

Job Responsibilities

• Primary responsibilities include supporting the department community—faculty, students, staff, postdoctoral researchers, and visitors—by handling administrative functions such as purchasing, reimbursement, travel arrangement and event preparation in accordance with University of Pennsylvania policies and procedures.

• The role also involves maintaining departmental equipment and resources, overseeing lab supply inventory, and assisting with lab-related activities.

• Serves as a key point of contact to ensure smooth day-to-day functioning across multiple buildings and teams.

• Additional duties include scheduling meetings, handling mail distribution, maintaining departmental communications (website, listservs, displays), and updating administrative records such as visa documentation and lab contact information.

• Contributes to special projects and provides general administrative support as needed.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.

• Proven ability to provide excellent customer service; excellent organizational skills

• Excellent attention to detail, follow-through, and closing

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