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University of Pennsylvania · 1 month ago

Administrative Assistant, Distribution Services (Space Planning & Operations)

3600 Civic Center Boulevard

Full-time

Onsite

Mid Level

$18.99/hr - $20.67/hr

3+ years exp

The University of Pennsylvania is a world-renowned leader in education, research, and innovation. The Administrative Assistant will provide essential administrative support for the Distribution Services workgroup, ensuring efficient operations and customer service in a fast-paced environment.

Continuing EducationEdTechEducationSTEM EducationUniversities

Growth Opportunities

Responsibilities

Provides administrative support for all functions of the Distribution Services workgroup, including the Mail Center, Receiving, Infectious Waste Removal, Glasswash, Remote Location Support, and Event Support

Facilitates daily office operations, drafts and disseminates confidential information, handles high-volume communications and customer service triage, and assists with staff scheduling and timekeeping

Maintains inventory of supplies, organizes and supports meetings, manages department records, and upholds compliance and professional standards

Assists the Sr Coordinator, Distribution Services, with the electronic package tracking system, tracking and reconciling delivery and package data, and preparing operational and activity reports to ensure smooth and timely service delivery

Proofreads and formats correspondence, supports standard operating procedures, and ensures proper documentation and reporting

Qualification

Microsoft Office SuiteDatabase systemsElectronic document managementPackage tracking systemsCustomer serviceWritten communicationVerbal communicationProblem-solvingAttention to detailOrganizational skillsConfidentialityTeam collaboration

Required

A high school diploma and three to five years' experience or equivalent combination are required

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience using database systems, electronic document management, and package tracking systems

Strong written and verbal communication skills; ability to draft, proofread, and format correspondence and reports

Demonstrated ability to manage multiple tasks, prioritize workload, and meet deadlines with accuracy and attention to detail

Professional and courteous demeanor with excellent customer service abilities, including effective problem-solving and triage of inquiries

Ability to maintain confidentiality and follow policies related to privacy, document retention, and information security

Capacity to work independently and collaboratively in a fast-paced, essential-services environment and handle occasional interruptions or urgent requests

Ability to occasionally lift or move office supplies or packages (up to 25 lbs.) and willingness to provide flexible support for operational needs

Preferred

An associate's degree and at least 3 years of administrative, office, or customer service experience, preferably in a large institutional, distribution, or service-oriented setting