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.
Provides project and administrative support in the Office of Academic Affairs (OAA). Serves as primary point of operational and administrative contact both within and outside PSOM and the University. Works with confidential and data-sensitive information requiring discretion. Should be a detail-oriented communicator proficient in data entry and maintaining a high-level of accuracy.
Job Description
Support Faculty Recuritment & Academic Review
PMC RTR review and approval
Adjunct and Secondary faculty dossier review in RPT for compliance
Other Academic Review duties as needed
Provide Basic Office Management for Department
Support or assist with OAA Team meeting, as needed
Supports department internal/external events (technologies, room set up -via EMS or virtual-, materials distribution, and related pre/post communications)
Maintains central OAA department calendar
Updates various lists, i.e., Committee list for Provost office (usually August)
Keeps department supplies in stock
Operates as department contact for internal functional departments (e.g., facilities)
Responds to department email and voice mail, distributing messages appropriately, and providing basic, first level triage on information
Facilitates Systems access and Guest record creation
Case Creation in RPT
Support department data integrity
Data entry
Data review projects
Assists department data support leads and Business Systems Analyst in major systems (eg, Workday, FADS, Interfolio, etc.)
Assistance with FIAP and retirement tracking
Faculty email data management
Secondary promotion data update
Lapsed secondary appointment clean-up
Assist with ASEF Committee Administration
Works with departments representatives to resolve issues
Move dossiers to next step in review
Additional Duties as assigned
Q ualifications
Bachelors degree preferred, with 3-5 years of related experience or equivalent combination of education and experience. Excellent computer skills are essential (Word, Excel, PowerPoint), with the ability to learn and master multiple administrative databases, programs and systems. Strong analytical, problem-solving, communication and organizational skills required. Must be detail-oriented. Ability to handle confidential or sensitive information in an appropriate and professional manner and to manage shifting priorities and multiple projects. Must be a team player with a collaborative working style. Experience within a College or University setting preferred.
Application Requirements
Please submit cover letter and resume to be considered for the position.
Working Conditions
Office
Physical Effort
Typically sitting at a desk or table
Job Location - City, State
Philadelphia, Pennsylvania Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.
Department / School
Perelman School of Medicine
Pay Range
$7.25 - $27.00 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, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
