Administrative Assistant

The Science Center; Philadelphia (Philadelphia County); On-site; USD 42,000 - 64,000; Full time

Job summary

The Science Center in Philadelphia seeks an Administrative Assistant to provide essential administrative and project support across the organization. You will assist executives with scheduling, reporting, and documentation, and support events, programs, and department initiatives to promote operational excellence.

You will collaborate with UCSC business areas and staff, handling sensitive information with integrity and professionalism while representing the organization in a professional manner.

Qualifications

• 2–3 years of related experience in a professional office setting with a customer experience focus.
• High School Diploma; higher education degree or commensurate experience.
• Strong organizational skills with the ability to manage multiple tasks across departments.
• Proficiency with Microsoft Office and CRM/database systems.
• Excellent written and verbal communication, and professional interpersonal skills.

Responsibilities

• Serve as a critical liaison to internal personnel and external parties.
• Manage executive calendars and schedule meetings; arrange travel as requested.
• Process department invoices, receipts, contracts, and documents.
• Prepare expense and credit card reports for executives.
• Handle incoming/outgoing mail, copying, filing, scheduling, and communications for executives.
• Maintain departmental data in Salesforce and other databases.
• Schedule interviews for department hires as directed.
• Coordinate and/or attend internal and external meetings for executives.
• Provide administrative and logistical support for organizational events and projects.
• Participate in Administration Team meetings and provide backup support to colleagues.
• Perform other duties as assigned by executive leadership.

Skills

Organizational skills

Calendar management

Communication

Customer experience

Multitasking

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Office Suite

Canva

Salesforce

AI tools

Job description

Position Summary

Administrative Assistants are responsible for providing administrative and project support to the organization. They will primarily be supporting a department or executive but may be asked to help support other departments or executive staff as needed (see “department responsibilities” below). Administrative Assistants are key members of the team and will promote the highest level of efficiency through effective administrative support. This includes support of executives through scheduling and reporting as well as support of Science Center documentation, events, programs, and various department initiatives. Administrative Assistants will ensure operational excellence through their daily efforts.

Administrative Assistants will work closely with other UCSC business areas and administrative staff and may provide administrative support throughout the organization as needed. This position has access to sensitive UCSC information and is expected to handle such information with integrity and professionalism. This position has regular contact with members of the community and is expected to represent UCSC in a professional manner. Administrative Assistants will participate in department activities as necessary.

Essential Functions

General Administrative Responsibilities

All Administrative Assistants will be required to have these competencies, and the flexibility to fluctuate between departments and executives as staffing needs arise.

1. Serve as a critical liaison to both internal personnel and external parties.
2. Manage executive calendars and schedule and make arrangements for meetings as requested.
3. Process department invoices, receipts, contracts, and documents.
4. Manage expense and credit card report preparation for executive.
5. Manage incoming and outgoing department mail, copying, faxing, filing, scheduling, correspondence, telephone, and travel arrangements for executive and as assigned.
6. Manage departmental information in Salesforce and other databases.
7. Schedule interviews for department hires as directed.
8. Coordinate and/or attend internal and external meetings as requested by executive.
9. Provide administrative and logistical support for UCSC events, projects, or other company-wide initiatives as necessary.
10. Participate in periodic Administration Team meetings.
11. Provide back-up assistance to other members of the administrative team.
12. Other duties as assigned by executive leader.

Department Responsibilities

The priority of these duties will vary depending on the primary department/executive the Administrative Assistant is supporting. Administrative Assistants should be able to support any of these tasks with proper training.

Advancement:

• Advancement team in the processing of fundraising solicitations and donor engagement.
• Coordinate Council outreach, meeting preparation and meeting minutes.

Finance and Accounting:

• Serve as administrator for corporate American Express account, including managing relationship for benefits, troubleshooting account issues, and the issuance/cancellation of cards.
• Serve as administrator for corporate Amazon account, including managing relationship for benefit and troubleshooting account issues.
• Manage the monthly Effort Report process and ensure that all employees’ Effort Reports are returned on time and completed.
• Process incoming check deposits utilizing remote deposit banking machines.
• Facilitate invoice voucher system through attachment of internal forms, appropriate routing and ensuring necessary approvals.

Operations:

• Serve as back-up to Contract Administrator as necessary.
• Assist with electronic and physical personnel files.
• Creation and maintenance of on-boarding materials.

Venture Support:

• Provide support for on-site programming events

Real Estate:

• Maintain tenant records, leases, abstracts, rent rolls, access to the Science Center spaces, contact information and databases.
• Track critical lease related dates for renewals, expirations, rent reviews and options.
• Assist in drafting and reviewing real estate contracts and agreements.
• Compile, file and distribute lease, construction and property management documents.
• Track project and construction invoices; prepare and track purchase orders and vouchers.
• Communication with outside tenants and vendors as necessary.

Knowledge, Skills, and Abilities

1. Understanding of Science Center and department goals and objectives and ability to work and contribute as part of a larger team.
2. Strong organizational skills and a demonstrated ability to manage multiple daily, weekly, monthly, and long-term tasks for multiple staff members by carefully setting priorities, meeting deadlines, and scheduling time efficiently.
3. Ability to organize tasks in an efficient manner and follow-up and follow-through with strong attention to detail in a fast-paced environment.
4. Technologically proficient, ability to effectively use a variety of common software programs including Microsoft Outlook, Microsoft Office Suite, Canva, and customized databases, and systems, including Salesforce, and organizational AI tools.
5. Demonstrated flexibility and adaptability to prioritize work depending on needs of the organization.
6. Skilled in customer experience best practice to ensure a high standard of service and hospitality.
7. Strong written and verbal communication skills and demonstrated ability to effectively communicate with individuals and groups.
8. Demonstrated ability to work with other people through a cooperative effort.
9. Possesses strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, tenants, and the community.

Experience, Education, and Licensure

Minimum Experience: 2-3 years of related experience in a professional office environment with a customer experience focus and demonstrated administrative skills.

Minimum Education: High School Diploma; higher education degree or commensurate experience.

Equal employment opportunity, including veterans and individuals with disabilities.