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 Pennâ™s distinctive interdisciplinary approach to scholarship and learning.
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
Executive Assistant A
Job Profile Title
Executive Assistant A
Job Description Summary
The executive assistant for the Senior Vice Dean for Education is a high level support position.Â Responsibilities include coordinating the Senior Vice Deanâ™s calendar and travel; arranging meetings involving the Senior Vice Dean; correspondence including email and mail; creating initial drafts of PowerPoint presentations for the Senior Vice Dean; coordinate speeches Senior Vice Dean delivers to various major events, and act as a liaison between senior university officials, medical students wishing to meet with the Senior Vice Dean as well as external contacts. Submit receipts for reimbursement via Concur.Â Working with the Chief Operations Officer, assist in coordinating major meetings, including major events, and corresponding catering needs.
Coordinate and manage Senior Vice Deanâ™s calendar; including scheduling and rescheduling meetings/appointments and travel.Â Arrange for rooms, conference lines, catering and reception as needed.Â Assure Senior Vice Dean is prepared in advance for any meetings, events and/or travel.Â
Coordinate and arrange important meetings involving the Senior Vice Dean.Â These meetings typically involve VIPs from both internal and external to Penn.Â The executive assistant will need to be able to prioritize these meetings, as the meetings are also typically urgent in nature. Â Â
Coordinate and manage all Senior Vice Deanâ™s correspondence, including phone, email and mail; answer routine messages on Senior Vice Deanâ™s behalf.Â The executive assistant will be expected to draft initial correspondence and will need to identify when additional information is necessary to ensure a prompt response. Serve as liaison between Senior Vice Dean and students, faculty and staff in the SOM and University of Pennsylvania.
Maintain office supplies for Senior Vice Dean.Â Maintain electronic files for Senior Vice Dean and other academic affairs documents.Â Serve as the Senior Vice Deanâ™s representative to manage and handle many of the day-to-day issues/concerns with students, faculty and staff.Â Keep the Senior Vice Dean informed of unusual situations.Â Recognize those issues, which must be expedited or handled by the Senior Vice Dean personally.Â Maintain confidentiality at all times. Â Draft letters of recommendations as needed.
Research and create presentations and reports by gathering and synthesizing information for Senior Vice Dean as needed.Â Obtain, via literature searches, appropriate articles as needed.Â Draft speeches and perform final edits for Senior Vice Deanâ™s speeches.Â Â
Completes special projects, including accreditation projects and Â other special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.Â Projects may include the creation of directories or the editing of websites.Â
Support appointments and meetings as needed for the Academic Affairs Coordinator and the Chief Operating Officer.Â Coordinate confirmations and catering needs for major academic programs events, i.e., curriculum committee.
Make travel arrangements. including registration, hotel/restaurant reservations and the submission of receipts for reimbursement via Concur for the senior vice dean and other members of the Academic Programs Office.
Perform additional duties as assigned.
Bachelor's Degree and 5 to 7 years of experience or equivalent combination of education and experience required.
Job Location - City, State
Department / School
Perelman School of Medicine
$50,684.00 - $91,232.00
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 required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Internal Number: JR00010896
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.