Program Assistant, Center for Latin American and Latinx Studies

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Program Assistant, Center for Latin American and Latinx Studies

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title
Program Assistant, Center for Latin American and Latinx Studies

Job Profile Title
Administrative Assistant B

Job Description Summary
Assist in all the public advertising and administrative operations of the Center for Latin American and Latinx Studies (CLALS) under the supervision of the Associate Director. Responsibilities include, but are not limited to: provide administrative coordination for faculty, including arranging meetings and coordinating calendars; organize and supervise program events, including lectures, conferences, fellowships and award competitions; participate and assist in the organization of the open house and faculty and student events; website and social media management; supervise and coordinate travel arrangements for visitors and faculty as requested; submit Concur and Ben Financial requests; represent the programs in all capacities.

Job Description

The vision for our CLALS is to provide the human and intellectual capital capable of addressing the most pressing challenges and opportunities that Latin America and the Latinx populations of the U.S. will face during the 21st century. Our main mission is four-fold:

1) to educate tomorrow's global leaders for Latin America and the world.

2) to conduct cutting edge and eminent interdisciplinary research on the pressing challenges and opportunities of Latin America and the Latinx populations of the U.S., with a deep understanding of how history and culture shape and condition our collective present and future.

3) to transfer our knowledge and discoveries to governments, societies, and communities at all levels: global, national, state and local; while at the same time learning from and incorporating the transformational knowledge of those communities into the academe in a collaborative and non-extractive manner.

4) to serve and provide linkages for our various constituencies and communities, at the university, in the greater Philadelphia area, in the U.S., and in Latin America.


Among other tasks, the main duties include:

  • Communications Coordinator for the Center for Latin American and Latinx Studies (CLALS): manage website updates, monthly newsletter, Social Media Posts (i.e. Facebook, Twitter, and Instagram); design flyers and prepares other graphic promotional designs; maintains all listservs and databases of students, faculty, staff community members, and alumni; assists with the promotion of events.
  • Business coordinator for CLALS: maintain financial records; process CLALS payments, honoraria, and reimbursements; arrange travel and lodging for visitors; assist the Associate Director with similar tasks such as honoraria processing, travel arrangements, etc. with the Penn Model OAS Program; assist the Director and Associate Director with payments on Concur and with budget records.
  • Represents CLALS in the Center, greeting guests, visitors and at events. Assist with event set-up and ordering of refreshments.

This is a 10 month Limited Service position. 


High school degree and 3-5 years of experience in a higher education institution, or equivalent combination of education and experience is required. Ability to work with faculty and students; excellent analytical and organizational skills with the ability to multi-task and meet deadlines required; experience in managing budgets; must have excellent communication and interpersonal skills; computer proficiency (Windows, Word, Excel, Filemaker, Canva); web skills desired including Photoshop and Illustrator. Knowledge of Concur and Ben Financial desired; punctuality and attention to detail; candidate should also be proactive, reliable and be able to work independently; Bachelor's degree and fluency in Spanish is strongly preferred, albeit not required for applying.

Please submit a cover letter and resume or C.V. when applying. Only applications with a cover letter and resume or C.V. will be considered.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

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.

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To apply, visit 

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