Administrative Assistant for Regional Clubs

Administrative Assistant for Regional Clubs

Reporting to the Director of Alumni Regional Clubs, the Administrative Assistant will support the Regional Clubs team in all aspects of serving Penn alumni around the globe. The Administrative Assistant is responsible for managing all administrative functions of the team. There is also responsibility as an integral member of the collective Alumni Relations administrative team.

Job Responsibilities

• Arrange meetings for staff. Reserve meeting space for larger meetings on and off campus and prepare meeting and related materials.
• Prior to events, create registration web page using iModules (or other technologies). Maintain registration information and print reports. Prepare and send invitation and event follow-up emails using iModules. Prepare nametags when necessary. Serve as liaison to clubs/regions to track attendance of events and then upload into Compass. Responsible for gathering, packing, and shipping event materials and giveaway items for alumni and clubs.
• Responsible for updating and maintaining alumni contact information and volunteer activities in alumni database. Support liaisons in developing invitations, creating registration forms, maintaining listservs, and updating websites using iModules. Work with Director to coordinate submissions to the Gazette on club listings, club spotlights and club events.
• Maintain Regional Clubs budgets using Ben Financials. Responsible for recording expenditures, paying bills, depositing funds. Maintain budget account books and/or database and monitor budget activities. Secure purchase orders and arrange required payment to vendors. At the end of each month, reconcile all payments and deposits and meet with Director to review monthly budget reconciliation. Responsible for submitting contracts for payment.
• Serve as liaison to alumni online database and administrator to coordinate implementation and management of on-line resources for clubs, especially iModules and listserv functionalities.
• Compose correspondence in response to inquiries. Perform general office duties as required.
• Provide staff support for events as determined by supervisor.
• Update information for team and maintain reports, databases and lists.
• Share responsibility with other administrative assistants for answering all incoming departmental calls, take messages as necessary and otherwise direct calls appropriately using best customer service skills. Also share responsibility for sorting departmental mail, checking and responding to departmental email inquiries, and checking/responding to departmental voice mails, and staffing receptionist desk on designated days. Provide assistance and/or registration for other Alumni Relations programs as needed, specifically Alumni Weekend and Homecoming. Monitor general Penn Alumni email inbox on assigned day and respond to all inquiries.
• Support and staff on campus events hosted by Alumni Relations including Alumni Weekend, Homecoming, Penn Spectrum, Alumni Volunteer Leadership Retreat, etc. Some weekends and evenings required.
• Performs other duties as assigned.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Excellent communications, telephone and interpersonal skills required. Good organizational skills.
• Demonstrated proficiency with use of databases (alumni on-line resources, Excel and/or Access), word processing, electronic communication, etc. is necessary. Proficiency with internet applications and comfortable with on-line navigation and terminology. Budgetary skills, such as the University's own Ben Financials is desired.
• Must have customer service orientation, be resourceful and a team player.
• Ability to take initiative and prioritize.
• Willingness and availability to work occasional evenings and weekends in connection with alumni activities and events.
• Ability to balance several projects simultaneously and set priorities.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$18.99 - $22.84 Hourly 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.