The Admin Assistant will provide overall administrative support to the Center including: drafting various communications and correspondence, travel arrangements, answering phones and directing phone/fax/email inquiries, distributing mail, photocopying, scanning, hand deliveries, and express shipping. The incumbent will be responsible for maintaining and updating filing systems, archiving documents, tracking book supplies, and issuing office/library keys as well as obtaining signatures on restricted access forms.
The Admin Assistant will also work with the Associate Director on various tasks associated with our annual fundraising campaign to include, updating membership forms in Microsoft Word and Adobe Pro, generating letters via mail merge for membership renewals and prospects, corresponding with returning and prospective sponsors, conducting membership follow-ups, as well as other general assistance. The incumbent will assist the Admin Coordinator with various tasks related to PRC events and annual conferences including: invitations, nametags, and thank you gifts. The Admin Assistant will also arrange smaller events such as luncheons and board meetings. The incumbent will assist in the visiting scholar appointment process by drafting appointment letters and confirming the funding and visa status of prospective scholars.
The Admin Assistant will assist with managing the Center’s website and social media presence. Responsibilities include: utilizing WordPress to update the website content for working papers, book chapters, news and videos, and the PRC Blog on Forbes. The incumbent will also assist with drafting various communications such as the monthly newsletter and will send out via a web-based contact management system, as well as distributing publications to PRC Board Members and Partners.
The incumbent will assist the Associate Director in processing financial transactions including: travel reimbursements, payments to vendors, purchases, check and gift processing. Appropriate University systems and procedures will be utilized for financial processing including: the Concur Travel System, PDA forms, paying honoraria, the University’s Purchasing Card, BEN Buys, BEN Deposits, BEN Financials and gift processing procedures. The Admin Assistant will also complete the monthly financial reconciliation process (to include verifying documentation and matching expenditures to reports) and assist in gathering documentation for the annual financial audit.
The Admin Assistant will assist the Admin Coordinator with the annual publications process as needed. Assistance may include proofreading and editing papers/graphs/tables using Microsoft Excel, and formatting according to publisher standards.
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.