University of Pennsylvania - Philadelphia, PA

posted 2 months ago

Full-time - Mid Level
Philadelphia, PA
Educational Services

About the position

The University of Pennsylvania, a prestigious Ivy League institution, is seeking an Executive Assistant for the Department of Genetics. This role is pivotal in providing direct administrative support to the Institute for Biomedical Informatics and its affiliated service centers. The Executive Assistant will be responsible for a variety of operational tasks, including managing the institute's purchasing, arranging travel, and providing administrative support for ongoing seminar series and executive personnel calendars. The ideal candidate will be a motivated self-starter, capable of managing multiple priorities simultaneously and responding promptly to inquiries from both internal and external stakeholders. In this position, the Executive Assistant will maintain inventory and order supplies, serve as the first point of contact for the Institute, and assist the IBI Director and other core teams with correspondence and calendar management. The role also involves managing the IBI Purchasing Card, processing reimbursements for travel, and coordinating logistics for multi-department seminars and special events. The Executive Assistant will play a crucial role in ensuring the smooth operation of the institute and will be expected to handle various administrative tasks as assigned. The University of Pennsylvania offers a unique working environment in Philadelphia, providing access to a vibrant urban campus with numerous educational, cultural, and recreational activities. As one of the largest private employers in the city, Penn is committed to fostering a supportive work environment and offers a competitive benefits package that includes excellent healthcare, tuition benefits, and professional development opportunities.

Responsibilities

  • Provide general operational and administrative support for the Institute for Biomedical Informatics.
  • Maintain inventory and order supplies for the institute.
  • Serve as the first point of contact for the Institute.
  • Provide administrative support to the IBI Director, Clinical Informatics Core, and Bioinformatics Core.
  • Manage executive team calendar and correspondence.
  • Maintain IBI Purchasing Card and manage purchase orders.
  • Process reimbursements for internal and external travel.
  • Assist in planning multi-department seminars, lecture series, retreats, and other special events.
  • Coordinate and schedule visits for prospective IBI faculty.
  • Handle other duties and responsibilities as assigned.

Requirements

  • Bachelor of Arts or Bachelor of Science degree required.
  • 3 to 5 years of experience in a similar role or equivalent combination of education and experience.

Benefits

  • Continuing education credits
  • Health insurance
  • Dental insurance
  • Flexible spending account
  • Tuition reimbursement
  • Adoption assistance
  • Vision insurance
  • Flexible schedule
  • Life insurance
  • Retirement plan
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