Administrative Assistant B, Upward Bound Math Science at University of Pennsylvania in Philadelphia, Pennsylvania

Posted in Other 19 days ago.

Job Description:

Administrative Assistant B, Upward Bound Math Science

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.

Posted Job Title

Administrative Assistant B, Upward Bound Math Science

Job Profile Title

Administrative Assistant B

Job Description Summary

Under limited supervision, the Administrative Assistant (AA) provides essential support services to the Upward Bound Math/Science Program (UBMS). The AA represents UBMS in contacts with current, prior and prospective program participants, school counselors and families. In addition, the AA provides a high level support to ensure that UBMS successfully adheres to all policies and procedures in its efforts to achieve program objectives, primarily those related to data and file management, processing of financial documents and inventory management.

Job Description

Under limited supervision, this position provides secretarial, administrative and other programmatic support to managers, employees, students and office visitors by handling a variety of administrative and clerical tasks in order to ensure that all interactions between the organization and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Work autonomously in a team based environment to provide effective support in projects and programs with multiple priorities. Specific duties include:

  • Data Input and management via the utilization of computer based spreadsheet and database software.

  • Maintains and insures the completion of student and program files in a confidential and timely fashion. Includes creating new student files, keeping up-to-date records of students files of all student records and correspondence.

  • Processes, tracks and maintains files for purchases and new hires. Prepares and accurately submits completed requisition/purchasing forms, including stipend requests and Student ID requests, to the Director for approval. Assists with payroll and travel reimbursements. Act as a liaison with UBMS, VPSE and other departments and vendors for financial matters.

  • Serve as the initial point of reception for the daily operation of the UBMS office by answering telephones and responding to in-person inquiries regarding Upward Bound Math Science in a timely, courteous and professional manner.

  • Delegation of assignments to work-study students

  • Update, monitor and distribute current UBMS Program materials, including Program website and social media outlets.

  • Scheduling and managing the Director's and the Program calendar for participant interviews, parent meetings and special events.

  • Under supervision, make contacts with schools, parents and Program participants to support Program goals and objectives.


A High School Diploma or GED is required, plus 3 years to 5 years of related experience or equivalent combination of education and experience. Associates Degree in field related to business or management preferred. Working knowledge of Microsoft Word, Excel and promotional media. Demonstrated experience creating and managing both digital and hardcopy files essential, as well strong attention to detail.

Working Conditions

Office, as well as other campus venues where programming occurs.

Physical Effort

Typically sitting at a desk or table and light lifting, such as office supply deliveries. Walking to a from campus based activities and resources.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Provost Interdisciplinary Programs

Pay Range

$17.58 - $31.65

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:

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