Senior Assistant to the Associate Vice President and Founding Director of the Netter Center for Community Partnerships

Senior Assistant to the Associate Vice President and Founding Director of the Netter Center for Community Partnerships

The Senior Assistant to the Associate Vice President and Founding Director of the Netter Center for Community Partnerships has primary responsibility for providing high-level administrative support to the Barbara and Edward Netter Director of the Netter Center for Community Partnerships and plays a central and critical role in ensuring the smooth and efficient functioning of the Director's schedule, travel, and communications. The Senior Assistant also works with the Director, Associate and Assistants Directors, and key program directors to ensure a high level of support and excellent customer service are offered across a wide range of internal and external constituents.

Duties include:

• Provide high-level administrative support to the Netter Center director. Manage tickler file and bring timely issues to the Director with ample time to manage each request. Conduct background research and compile data, statistics and other necessary information. Maintain records and manage Director's mail.
• Manage short- and long-term calendar planning, exercising considerable independent judgment about multiple demands on the Director's time and coordinating planning among the executive assistants of Penn leadership, as well as community, national, and global partners. Troubleshoot and resolve scheduling conflicts and communicate final schedule to the Director. Compile background material for meetings in a timely manner.
• Manage travel arrangements for Director and Associate Directors; act as liaison to coordinate and confirm itineraries and communicate the information to all necessary parties; prepare financial forms and reconcile statements related to reimbursements.
• Assist internal and external constituents with phone and written inquiries on behalf of Director, Associate Directors, and Assistant Director. Address issues requiring the Director's direct attention and re-direct others that can be addressed or facilitated by others on the Director's behalf. Follow up with all responsible parties to ensure resolution of inquiries.
• Assist the Assistant Director with office management and administrative operations. Suggest improvements to existing processes and procedures and take charge of implementing improvements as necessary in coordination with the Assistant Director.
• Assist director with academic work, including course materials, speeches, scholarly writing, CV, and archives. Draft letters and other short texts for the Director in a manner consistent with tone and messaging of overall routine correspondence; independently prepare a wide range of documents.
• Coordinate special projects, meetings, and events. Examples include including Netter Center faculty, national, and community advisory board meetings, as well as meetings of Provost-Netter Center faculty and student fellowship programs and award ceremonies.
• Provide back-up support for other office functions as needed.

Qualifications:

• A Bachelor's degree and 2 to 3 years of progressively responsible experience in executive assistant or comparable administrative positions or equivalent combination of education and experience is required. 5 to 7 years of experience is strongly preferred. Experience in support of senior-level academic leadership preferred.
• Ability to work both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands. Thorough knowledge of office procedures. Ability to take broad view of existing procedures to determine what is working efficiently and what issues need attention and to implement improvements. Supervisory experience preferred.
• Outstanding oral and written communication skills and customer service. Strong attention to detail. Problem-solving mentality. Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization. Demonstrated experience in handling confidential information with discretion.
• Proficiency with Microsoft Office suite (Word, Excel, and PowerPoint) and Outlook calendar programs required. Ability to query databases and use web content management systems preferred. Willingness to learn and apply new technologies as needed.
• Knowledge of Penn or experience in a university setting strongly preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$55,962.00 - $75,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with familywhatever your personal needs may be.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitementand you and your family can enjoy many of these activities for free.
• Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.