University of Pennsylvania ADMIN ASST B in Philadelphia, Pennsylvania

ADMIN ASST B Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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Posting Details

Posting Details

Reference Number 32-28215

Posted Job Title ADMIN ASST B

School Name Graduate School of Education

Org Education

Posted to the Web 03/13/2018

Posted Job/Salary Grade 024

Employment Type Non-Exempt

Hours 35.00

Position Type Full Time

Position Schedule TBD

Months 12

Position Length Contingent Upon Funding

Position End Date

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.

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.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

School/Center Overview

At Penn GSE, staff, students, and faculty enjoy an Ivy League environment that supports both practical knowledge building and high-quality research. The community in this top-ranked school is united in its efforts to create positive change through education in our region, country, and world.


The Administrative Assistant ensures the efficient support of the Forward Promise Initiative (FP) which is housed at the Racial Empowerment Collaborative at the Graduate School of Education, at the University of Pennsylvania. The role involves handling the affairs of FP administrative staff, consultants, National Advisory Meetings faculty, projects, papers, conferences, and public communication. In addition to handling clerical and administrative responsibilities such as copying, meeting logistics, scheduling, and arranging travel, the Administrative Assistant handles a variety of matters for the highly productive Forward Promise National Program Office (NPO), but working with limited supervision. The Administrative Assistant provides a variety of project and administrative support to the Forward Promise activities, primary of which is the annual convening of Grantees. Other activities include establishing procedures in conjunction with the Director to improve work-flow for Forward Promise. This role reports to the Director and to the Deputy Director of Forward Promise. This position is contingent upon grant funding.Respond to Forward Promise staff in Huntsville and Philadelphia Offices: Respond, accurately and with discretion, to a wide array of staff including Deputy Director requests, including scheduling, calendaring, preparation of materials, preparation of mailings, grantsmanship record-keeping, checking monthly budget reports against expenditures, scheduling travel for NAC members, other FP consultants, and NPO staff. Other duties include handling the mail regarding promotional materials, conversations or correspondences between business office, purchasing, and consultants. Coordinating invoice procurement and dissemination between business office, purchasing and consultants. Gathering travel reimbursements from all FP staff and submitting these to the business office.Center and Faculty Communication: Track and maintain records of all financial invoicing, communication, reporting between FP and Penn GSE’s business office; Prepare and maintain digital sites for joint projects of the FP grantmaking and technical assistance endeavors. Be able to report on the business affairs of the FP to the Racial Empowerment Collaborative staff meetings. Help internal consultant to maintain records of FP staff and faculty productivity including number of sites visited, topics, workshops, and classify based on training, research, grantsmanship or community collaboration events. Center Events:Prepare materials for Forward Promise events and conferences (binders, agenda, nametags, etc.); represent Forward Promise to guests and visitors at registration tables and in other day-of-event tasks, with special focus for FP initiatives.


A High School diploma or GED ( Bachelor’s strongly preferred) and 3 years to 5 years of experience or equivalent combination of education and experience is required.Strongly preferred Bachelor’s Degree in a Health-related field, such as Psychology, Social Work, Sociology, Nursing etc. Computer literacy skills, knowledge of Excel, Word, Powerpoint. Basic understanding of statistics strongly encouraged. Research experience is also encouraged. Being able to make public presentations in front of an audience of health professionals, preferred.

Affirmative Action Statement

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

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.

Quick Link

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  • How did you hear about this employment opportunity?

  • Jobs@Penn

  • Contacted by a Penn Recruiter

  • Referred by a Penn Employee

  • Referred by a friend or family member

  • Higher Education Recruitment Consortium (HERC)

  • Inside Higher Ed


  • Other Internet Advertisement

  • Linkedin

  • Twitter

  • Other Social Media Site

  • Professional Affiliation/Trade Website

  • Diversity Association/Publication Website

  • Heard about it at a conference or career fair

  • Apple One

  • Recruitment and/or staffing agency

  • What is your highest level of education completed?

  • Less than high school education

  • High School Diploma or GED

  • Vocational or Technical School

  • Associate's Degree or Two Year College

  • Bachelor's Degree

  • Master's Degree

  • PHD/MD/JD or equivalent doctoral degree

  • How many years of experience do you have related to this position?

  • 0 to 1 Year

  • 1 to 2 Years

  • 2 to 3 Years

  • 3 to 5 Years

  • 5 to 7 Years

  • 7 to 10 Years

  • Over 10 Years

Applicant Documents

Required Documents

  • Resume

Optional Documents

  • Cover Letter