University of Pennsylvania EXECUTIVE ADMINISTRATOR, ODC in Philadelphia, Pennsylvania

EXECUTIVE ADMINISTRATOR, ODC 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 40-29733

Posted Job Title EXECUTIVE ADMINISTRATOR, ODC

School Name Perelman School of Medicine

Org OD-Center for Orphan Disease Research and Therapy

Posted to the Web 08/28/2018

Posted Job/Salary Grade 026

Employment Type Exempt

Hours N/A

Position Type Full Time

Position Schedule 8am - 5pm

Months 12

Position Length Ongoing

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

The Perelman School of Medicine at the University of Pennsylvania is the oldest and one of the finest medical schools in the United States. Penn is rich in tradition and heritage and at the same time consistently at the forefront of new developments and innovations in medical education and research. Since its founding in 1765 the School has been a strong presence in the community and prides itself on educating the leaders of tomorrow in patient care, biomedical research, and medical education. http://www.med.upenn.edu/

Duties

Orphan diseases represent a collection of disorders that afflict fewer than 200,000 individuals for any single disease type, yet there are more than 7,000 distinct orphan diseases. The Orphan Disease Center (ODC) in the Perelman School of Medicine was founded in 2011 to promote and fund research in rare diseases globally, beyond Penn, making a difference for these under-served patient populations. A unique aspect of ODC is that it is a ‘Center without walls’ which sources and contributes to developing transformative therapies through the use of platform technologies and of research strategies that can be deployed across multiple rare disease programs. The main feature is a pilot grant program which provides $8M annually to over 35 global institutions. We are currently seeking a new Executive Administrator to play a vital role in providing high-level administrative support to our ODC Leadership team.As the Executive Administrator, you will support a culture of high performance by conducting advanced, diversified, and confidential duties requiring broad and comprehensive experience, skills, and knowledge. You will: manage high-volume and complex meeting and travel schedules; coordinate all travel arrangements, process all expense forms and reconcile accounts related to travel; coordinate internal meetings with the ODC leadership team; act as the liaison with external and internal constituencies on behalf of the executive team, keeping them apprised of issues and action items; prepare and format written correspondence/presentations with a high level of accuracy on behalf of the executive team, ensuring that all correspondence and other written materials/presentations are prepared in a timely fashion; manage data records and files in support of ODC overall research mission using initiative and sound judgment; and manage multiple projects simultaneously while maintaining the integrity of the details. The Executive Administrator must have sufficient knowledge of the organization, judgment, and self-confidence to enable him/her to act independently in the absence of direction related to setting priorities and on-the-spot decisions.

Qualifications

Bachelor’s degree and 3 years to 5 years of progressively responsible experience in an executive assistant or comparable administrative position or equivalent combination of education and experience required.Experience in support of senior-level leadership strongly preferred.This position requires strong interpersonal skills, diplomacy and accuracy to meet deadlines in a fast-paced environment. Must be a strategic thinker with excellent organization, written and verbal communications skills as well as strong interpersonal skills and ability to work productively as a team member. The ability to interact with all levels of faculty, staff, donors, corporate sponsors and prospective donors is required.Ability to work both independently and as part of a diverse and close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, sound judgment, and the prioritization of multiple demands.Thorough knowledge of office procedures including phone messages, scheduling, travel arrangements and reimbursements.Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization. High-level of proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) including MS Outlook required; proficiency in Concur a plus; overall high level of computer literacy required. Ability to query databases and use web content management systems. Experience with PubMed, EndNote, Adobe Acrobat, and Quicken with ability to learn and apply new technologies as needed. Strong attention to detail and accuracy in work performance while meeting deadlines. Demonstrated experience in handling confidential information with discretion. Knowledge of Penn policies or experience in a university setting strongly 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

Quick Link http://jobs.hr.upenn.edu/postings/39691

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

  • Indeed.com

  • 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