Part-Time Administrative Assistant

University of Pennsylvania; United States; On-site; USD 23,000 - 28,000; Part time

Job summary

University of Pennsylvania in Philadelphia invites applications for a Part-Time Administrative Assistant to provide general administrative support under supervision. The role involves travel arrangements, expense reporting, ordering supplies, and coordinating office tasks within the Population Studies Center.

The ideal candidate will have a high school diploma or GED with 1–2 years of related experience, strong Microsoft Office skills, and excellent communication and organizational abilities.

Qualifications

• High School Grad/GED with 1–2 years of experience or equivalent combination is required.
• College degree is preferred.
• Must be proficient with office software including Word, Excel and Outlook.
• Strong verbal and written communication skills are essential.
• Excellent time-management and attention to detail for calendars and scheduling.
• Prior higher education administrative experience is strongly preferred.
• Ability to work independently or with faculty, staff and students.

Responsibilities

• Make travel arrangements and create travel reimbursements for visitors, faculty, students, and postdocs/visiting scholars.
• Assist with coordinating and planning various events; order catering and handle setup/cleanup; help schedule meetings and conferences.
• Office coordination: purchase supplies, manage office equipment, and distribute mail.

Skills

Microsoft Office

Verbal communication

Written communication

Time management

Organization

Independent work

Team collaboration

Education

High School Diploma or GED

College degree (Preferred)

Tools

Microsoft Office Suite

Job description

University Overview

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.

Posted Job Title

Part‑Time Administrative Assistant

Job Profile Title

Administrative Assistant A

Job Description Summary

Provides general administrative support such as making travel arrangements, making expense reports, ordering supplies and catering, and coordinating the office under close supervision. Assists with preparing basic documents and handling routine office tasks.

Job Description

The Population Studies Center (PSC) at the University of Pennsylvania (Penn) has fostered research and training in population since 1962, with support from the NIH. Our goal is to remain a world leader in research on the growth and structure of human populations and on how socioeconomic circumstances and population variation shape health.

Job Responsibilities:

• Make travel arrangements and create travel reimbursements for visitors, faculty, students, and postdocs/visiting scholars
• Assist with the coordination and planning of various events. Order catering, assist with catering delivery, setup, and cleanup. Assist with scheduling meetings and conferences.
• Office Coordination. Purchase supplies, manage office and supplies, and distribute mail.

This position is a Regular Part‑time staff member position.

Qualifications:

• High School Grad/GE Degree and 1 to 2 years of experience or equivalent combination of education and experience is required.
• College degree (Preferred).
• Software proficiency: Knowledge of office tools like the Microsoft Office Suite (Word, Excel, Outlook).
• Communication: Strong verbal and written communication skills.
• Organization: Time‑management abilities and attention to detail to handle calendars, filing systems, and scheduling.
• Previous administrative work within a higher education setting is strongly preferred.
• Ability to work independently or cooperatively with faculty, staff, and students.

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.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$17.12 - $20.00 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), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

University Benefits

• Health and Life : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefitsto protect you and your family’s health and welfare.

• 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 family—whatever 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.

• 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 excitement—and 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.