University of Pennsylvania ADMINISTRATIVE ASSISTANT B 3 YR TERM in Philadelphia, Pennsylvania

ADMINISTRATIVE ASSISTANT B 3 YR TERM 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 96-27867


School Name Facilities and Real Estate Services

Org Project Management

Posted to the Web 02/21/2018

Posted Job/Salary Grade 024

Employment Type Non-Exempt

Hours 40.00

Position Type Full Time

Position Schedule varies

Months 12

Position Length End Date Established

Position End Date 06/30/2021

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

The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.The University of Pennsylvania is implementing a campus transformation entitled Penn Connects ( This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years.


Provide administrative support to a Director and approximately ten Project Managers in the Design and Construction Department, by managing calendars, scheduling meetings, preparing documents or reports, preparing presentations, maintaining general and confidential files, answering and screening telephone calls, coordinating departmental events, making travel arrangements, and performing other various administrative needs as requested. Cross train with Contract Coordinators and provide back-up coverage as needed. Work in conjunction with other Administrative Coordinators and Assistants. Provide backup support as needed for the FRES VP, other Directors and Project Managers in Design and Construction. Utilize a Procurement Card for purchasing, and ensure that associated proper procedures are followed.This is one-time funding and new staffing related to these projects will be on a three-year term basis with the potential for extension as the workload requires.


High school diploma or GED and 3 to 5 years of administrative assistant experience working in a fast-paced organization working as support to management, or equivalent combination of education and experience required.Must have proficient computer skills with the Microsoft Office applications, excellent typing, and general office skills. Must be able to remain calm during stressful periods, prioritize work load, and be capable of working on multiple tasks simultaneously. Need to be organized and able to establish methods for managing large volumes of data in a well structured manner. Must be able to use telephone and operate standard office machines. Must have the ability to work independently and function as part of a team. Must have superior communication and customer service skills, with experience and ability to interact with multiple internal and external contacts, and senior level administrators. Background check required.

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

  • Please rate your level of expertise using Microsoft Office.

  • No experience

  • Basic

  • Intermediate

  • Advanced

  • Do you have previous experience providing customer service ?

  • Yes

  • No

  • If you answered yes to the above question, please elaborate on your experience.

(Open Ended Question)

  • Do you have proven data management skills?

  • Yes

  • No

Applicant Documents

Required Documents

  • Resume

Optional Documents

  • Cover Letter