Administrative Assistant B - Computer and Information Science Department - Penn Engineering

University of Pennsylvania; Pennsylvania; On-site; USD 26,000 - 40,000; Full time

Benefits offered by this job

Health benefits

Tuition benefits

Flexible work hours

Job summary

University of Pennsylvania's Penn Engineering is seeking an Administrative Assistant B to manage front office operations, assist faculty and staff, and coordinate travel, reimbursements, and departmental events. The role supports the CIS Department within a dynamic academic environment.

The position emphasizes multitasking, excellent communication, and organizational skills, with preference for relevant experience and a cover letter submission.

Qualifications

• High School diploma or GED with 3–5 years of related experience.
• Proficient with Microsoft Office; strong multitasking and follow-up skills.
• Excellent interpersonal, communication, and organizational abilities.
• Academic environment experience preferred; cover letter required.

Responsibilities

• Manage CIS Front Office as primary contact; greet visitors; respond to inquiries in person, email, phone, and via Freshservice; handle mail and supplies.
• Coordinate departmental catering, travel, reimbursements, and conference setups for events.
• Provide admin support to faculty; manage course materials, meetings, and scheduling.
• Support Department Chair and Director on special projects and events; follow-up on actions.

Skills

Microsoft Office

Multitasking

Communication

Teamwork

Education

High School diploma or GED

Tools

Freshservice

Job description

Administrative Assistant B - Computer and Information Science Department - Penn Engineering

University Overview

The University of Pennsylvania, the largest private employer inPhiladelphia, is a world-renowned leader in education, research,and innovation. This historic, Ivy League school consistently ranksamong the top 10 universities in the annual U.S. News & WorldReport survey. Penn has 12 highly-regarded schools that provideopportunities for undergraduate, graduate and continuing education,all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been rankednationally on many occasions with the most recent award from Forbeswho named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city ofPhiladelphia. The University is situated on a beautiful urbancampus, 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 includesexcellent healthcare and tuition benefits for employees and theirfamilies, generous retirement benefits, a wide variety of professional development opportunities, supportive work and familybenefits, a wealth of health and wellness programs and resources,and much more.

Posted Job Title

Administrative Assistant B - Computer and Information Science Department - Penn Engineering

Job Profile Title

Administrative Assistant B

Job Description Summary

Penn Engineering's world-acclaimed faculty, state-of-the-artresearch laboratories and highly interdisciplinary curricula offeran experience that is unparalleled. Innovation and technology driveevery program and transform the fundamentals of what futureengineers are learning. http://www.seas.upenn.edu/

Job Description

• Manage and maintain the Computer and Information Science (CIS)Front Office, serving as the primary point of contact and welcomingpresence for the CIS Department. Welcome and assist visitors,faculty, students, and staff; respond to and direct inquiriesreceived in person, by email and phone, and through Freshservice;coordinate mail, packages, and deliveries; maintain departmentalmailboxes; schedule conference rooms; maintain key inventory and equipment sign-out records; and monitor, stock, and order office,kitchen, coffee, beverage, and other departmental supplies.
• Coordinate departmental catering needs, including placingorders, communicating with caterers, and overseeing conference roomsetup and breakdown for meetings, seminars, and events. Coordinateand process travel arrangements and requests and serve as theprimary point of contact for all departmental reimbursements,including preparing, processing, and tracking reimbursementrequests and related documentation in accordance with Universitypolicies and procedures.
• Provide administrative support to assigned faculty, includingscanning and copying documents, maintaining course websites andmaterials, ordering textbooks and instructional materials,coordinating faculty and teaching assistant (TA) meetings,scheduling rooms, handling correspondence, and assisting withtravel arrangements and related administrative needs.
• Provide administrative support to the Department Chair andDirector, including assisting with special projects, seminars,departmental initiatives, and events and coordinating follow-upactivities as needed.
• Perform other related administrative and departmental duties asassigned.

Qualifications

High School diploma or GED, with three to five years of relatedexperience, or an equivalent combination of education andexperience. Proficient computer skills; experience working withMicrosoft Office; ability to multitask, identify mission criticalpriorities, with strong follow up and closure skills; excellentinterpersonal, communication and organizational skills. Must beable to work well in a team environment and independently onspecialized assignments. Previous experience working in an academicenvironment preferred. Candidates must submit a cover letter to be considered for this position.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$19.32 - $29.00 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, 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), citizenshipstatus, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements

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

University Benefits

• Health, Life, and Flexible Spending Accounts: Pennoffers comprehensive medical, prescription, behavioral health,dental, vision, and life insurance benefits to protect you and yourfamily's health and welfare. You can also use flexible spendingaccounts to pay for eligible health care and dependent careexpenses with pre-tax dollars.
• Tuition: Take advantage of Penn's exceptional tuitionbenefits. You, your spouse, and your dependent children can gettuition assistance here at Penn. Your dependent children are alsoeligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans tohelp you save for your future. Penn's Basic, Matching, andSupplemental retirement plans allow you to save for retirement on apre-tax or Roth basis. Choose from a wide variety of investmentoptions through TIAA and Vanguard.
• Time Away from Work: Penn provides you with asubstantial amount of time away from work during the course of theyear. This allows you to relax, take vacations, attend to personalaffairs, recover from illness or injury, spend time withfamily-whatever your personal needs may be.
• Long-Term Care Insurance: In partnership with GenworthFinancial, Penn offers faculty and staff (and your eligible familymembers) long-term care insurance to help you cover some of thecosts of long-term care services received at home, in the communityor in a nursing facility. If you apply when you're newly hired, youwon't have to provide proof of good health or be subject tounderwriting requirements. Eligible family members must alwaysprovide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Penn is committed tosupporting our faculty and staff as they balance the competingdemands of work and personal life. That's why we offer a widevariety of programs and resources to help you care for your health,your family, and your work-life balance.
• Professional and Personal Development: Penn provides anarray of resources to help you advance yourself personally andprofessionally.
• University Resources: As a member of the Penn community,you have access to a wide range of University resources as well ascultural and recreational activities. Take advantage of theUniversity's libraries and athletic facilities, or visit ourarboretum and art galleries. There's always something going on atPenn, whether it's a new exhibit at the Penn Museum, the latestmusic or theater presentation at the Annenberg Center, or the PennRelays at Franklin Field to name just a few examples. As a memberof the Penn community, you're right in the middle of theexcitement-and you and your family can enjoy many of theseactivities for free.
• Discounts and Special Services: From arts andentertainment to transportation and mortgages, you'll find greatdeals for University faculty and staff. Not only do Penn arts andcultural centers and museums offer free and discounted admissionand memberships to faculty and staff. You can also enjoysubstantial savings on other goods and services such as new carsfrom Ford and General Motors, cellular phone service plans, movietickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offercreative approaches for completing work while promoting balancebetween work and personal commitments. These approaches involve useof non-traditional work hours, locations, and/or jobstructures.
• Penn Home Ownership Services: Penn offers a forgivableloan for eligible employees interested in buying a home orcurrently residing in West Philadelphia, which can be used forclosing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligibleemployees on qualified expenses in connection with the legaladoption of an eligible child, such as travel or court fees, for upto two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay