Job Details

Executive Assistant A (Institution of Translational Therapeutics)
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Position Number: 5912381
Location: Philadelphia, PA
Position Type: Executive Assistants

Executive Assistant A (Institution of Translational Therapeutics)

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

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.

Posted Job Title
Executive Assistant A (Institution of Translational Therapeutics)

Job Profile Title
Executive Assistant A

Job Description Summary
The Executive Assistant to the Director of the Institute for Translational Medicine and Therapeutics (ITMAT) within the Perelman School of Medicine is responsible for the smooth and efficient operations of this complex and dynamic organizational structure.

The Director's Assistant is the primary scheduling contact for all matters related to the Director's duties. This involves maintaining confidentiality, handling sensitive information, and high level communications that may likely require scheduling across international and domestic time zones. The Assistant is also responsible for extremely complex and intense international travel arrangements which require an invoice and tracking system.

Job Description

Executive Assistant A-Job Description

The Executive Assistant to the Director of the Institute for Translational Medicine and Therapeutics (ITMAT) within the Perelman School of Medicine is responsible for the smooth and efficient operations of this complex and dynamic organizational structure.

The Director's Assistant is the primary scheduling contact for all matters related to the Director's duties. This involves maintaining confidentiality, handling sensitive information, and high level communications that may likely require scheduling across international and domestic time zones. The Assistant is also responsible for extremely complex and intense international travel arrangements which require an invoice and tracking system.

The Assistant will coordinate complex and confidential material; performing administrative research tasks which include coordination of large constituencies to prepare team science grants; compiling and summarizing data; handling inquiries and requests from external and internal University constituencies; maintaining phone/email contact for both routine and sensitive issues with societies, academic institutions, professional organizations and sponsors; organizing and maintaining office records and files; composing correspondence and forms. The assistant will be responsible for formatting text and graphics for large grant submissions as well as proofreading of final documents. The Assistant will also assist the Director in managing and tracking consulting agreements, Conflict of Interest reporting, Material Transfer Agreements, protocols, letters of support, and manuscript submissions.

The Assistant coordinates an annual, international, two-day symposium which requires coordination of travel, event planning, registration, and management and tracking of symposium expenses. The Assistant is also responsible for management of many symposia, site visits and seminars related to the various programmatic areas of ITMAT.

A key role of this position is to oversee the development and maintenance of website information for the Institute. This position also involves maintaining the email listserv for ITMAT membership and sending out communications to the ITMAT community on a daily basis. The Assistant is responsible for supervising 1 Program Coordinator.

The Assistant closely supports the FitzGerald Lab. This includes handling administrative responsibilities for the high school program, ITMAT FIRST, managing the lab meetings, supporting the Artist-in-Residence program, among other tasks.

Job Duties:

Under limited direction provide support to the Director which includes maintaining the Director's calendar.

Manage intense international travel arrangements which require an invoice and tracking system.

Handle Director's correspondence, reporting and grant application documents

Coordinate Annual Symposium - heaviest volume of work for this duty is in the late summer and early fall so the percentage can vary during the course of the year.

Oversee the development and maintenance of the web-based information systems for the Institute. Manage the web content for the Institute's website.

Provide administrative support to the FitzGerald Lab and programs within it

Supervise 1 Program Coordinator.

Perform additional duties as assigned.

Qualifications:

Bachelor's Degree and 3-5 years of experience or an equivalent combination of education and experience required.

Cover letter and resume required with application.

Targeted Pay Range: $77,000-$85,000

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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Job Location - City, State
Philadelphia, Pennsylvania
Executive Assistant A

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely

Department / School
Perelman School of Medicine

Pay Range
$51,824.00 - $85,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Smilow-Center-for-Translational/Executive-Assistant-A--Institution-of-Translational-Therapeutics-_JR00101384-1