FACULTY AND STAFF COORDINATOR DEAN'S EXEC. OFFICE
University of Pennsylvania

Duties: The Dean's Office Administrative Assistant will provide diverse, complex and timely administrative assistance and support in a customer/client focused and professional environment. As a supporting member of the administrative team in the Dean's Office, the Administrative Assistant will greet visitors, staff, faculty, students and various guests with enthusiasm and a smile who visit the office and welcoming area. The Administrative Assistant will answer phone calls, schedule meetings, events and conferences in a professional and customer-focused manner. The role will be responsible for welcoming new hires, accurately collecting new hire onboarding information and paperwork to support payroll processing, generate offer & reappointment letters, complete I-9 intake processing and renewal, generate new hire payroll reports and support policy and procedure documentation for various hiring and recruiting initiatives across the School. The Administrative Assistant will promptly execute all opening/closing operational procedures at the office to ensure that the office suite runs smoothly including but not limited to responsibilities like copying, filing, office suite maintenance and upkeep, updating electronic records, databases and programs and collecting, updating and drafting communications to support staff and faculty welcoming, hiring, onboarding, offboarding and exits from the School. The Administrative Assistant will work closely with the leaders from Dean's Office including but not limited to the Chief Financial Officer, Dean of the School, Dean for Research Initiatives, Development and Alumni Relations Officers, Faculty Affairs and Executive Support Director and Human Resources Director. In partnership and in collaboration with the Dean's Office administrative team, the Administrative Assistant will share responsibility for answering all incoming departmental calls, face-to-face visits and inquiries, direct calls and visits to the appropriate contact, respond to inquiries or take messages when necessary. Weekly front desk coverage is necessary on various occasions including lunch and scheduled breaks of the various Dean's Office team members. The Administrative Assistant will be able to remain in a stationary position at the front desk welcome desk area for the majority of the workday, possess world class customer service and problem solving skills, demonstrate a strong work ethic, competently and efficiently multi-task and show commitment and passion for helping various audiences and stakeholders in an administrative and customer-centric capacity.

Core Responsibilities and Duties:

Greet visitors, staff, faculty, students & various guests with enthusiasm & a smile who visit the office & welcoming area. Answer phone calls, schedule meetings, events & conferences in a professional & customer-focused manner. Welcome new hires, accurately collect new hire information, support payroll processing, generate offer & reappointment letters, I-9 intake processing & renewals, generate payroll reports & support policy & procedures documentation for various hiring & recruiting projects

Promptly execute all opening/closing operational procedures to ensure that the office suite runs smoothly including but not limited to responsibilities like copying, filing, office suite maintenance & upkeep, updating electronic records, databases & programs, collecting, updating & drafting communications to support staff & faculty welcoming, hiring, onboarding, offboarding & exits. Work with senior leaders & managers from the School to complete various projects to support the Dean's Office.

Initiate new hire welcome invitations, onboarding & orientation processing. Ensure new hire check-ins & onboarding checklist items for managers & staff are completed. Support termination & off-boarding process by confirming required items from exit checklist, initiating exit interview invitations & ensure timely return of University property. Attend various meetings as needed to support meeting minutes recording, project task recording & campus meetings as required.

Provide event support, coordination & efficient operational planning for seasonal & key events. Support scheduling, catering, invitations, communications & various administrative tasks. Demonstrate prompt & regular attendance at work & events. Demonstrate integrity & discretion with handling highly confidential information. Exercise rational judgement & problem solving for front desk & visitor interactions. Promote the interests & favorable image of the Dean's Office & School of Dental Medicine.

Support annual calendar of various events, programs & initiatives. Provide event planning coordination, implementation & execution for training events, retreats, orientation, onboarding programs & compliance related programs. Record attendance & rosters for required & optional training events. Provide accurate & efficient coordination of audits for HR records, offer letters, visiting scholar & immigration files, role & compensation changes & background check screenings.

Order supplies, maintain office hygiene & cleanliness (kitchenette, copy area, conference rooms). Generate reports to show status on offer letter processing, background check screening & visa expirations on a monthly & annual basis. Takes responsibility for all work activities & personal actions; follows through on commitments; implements decisions that have been agreed upon; acknowledges and learns from mistakes without blaming others; recognizes the impact of one's behavior on others.

The Administrative Assistant will be able to remain in a stationary position at the front desk welcome desk area for the majority of the work day, demonstrate world class customer service & problem solving skills, possess a strong work ethic, competently & efficiently multi-task & show commitment & passion for helping various audiences and stakeholders in an administrative & customer-centric capacity.

Qualifications: A High School Diploma or GED (Bachelor's degree preferred) and 5-7 years of experience or equivalent combination of education and experience is required.

Prior experience handling highly confidential information with discretion
Ability to exercise rational judgement and problem solving for front desk interactions

Model and demonstrate the following competencies on a consistent basis:

Accountability
Takes responsibility for all work activities and personal actions; follows through on commitments; implements decisions that have been agreed upon; maintains confidentiality with sensitive information; acknowledges and learns from mistakes without blaming others; recognizes the impact of one's behavior on others.

Adaptability
Responds to changing circumstances by being innovative and altering behavior to better fit different situations; consistently exhibits optimism and energy; learns new skills, performs work in different ways; successfully works with new colleagues; professionally deals with personal discomfort in a changing work environment; willing to be flexible; remains calm in stressful situations. Demonstrates tolerance for uncertainty. Demonstrates adaptability through adopting a plan, behavior or approach.

Clear Communication
Expresses oneself clearly and effectively when speaking and/or writing to individuals or groups; listens attentively; ensures that information is understood by all parties; shares information in a timely manner using the most appropriate method; presents well-organized information in a group setting.

Maintains a constructive, open dialogue with others and speaks with candor
Presentation Skills: engages audience by presenting well-organized material in an understandable format. Speaks persuasively and in a convincing manner.
Proofreads documents to ensure proper language usage.

Initiative
Takes action to improve a situation without waiting for explicit instructions; understands how one's own actions relate to the University's and department's strategic goals; recognizes and responds to opportunities in order to reach a goal; seeks new and improved techniques, solutions, and approaches to completing assignments. Recognizes opportunities and uses them to reach a goal. Seeks innovative approaches to completing assignments.

Reference Number: 51-30776

Salary Grade: 025

Employment Type: Non-Exempt

Org: SDM Deans Office

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.

Job Family: X-Secretarial/Administrative