Executive Assistant to the Dean's Office, Penn Dental Medicine

Executive Assistant to the Dean's Office, Penn Dental Medicine

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.

Posted Job Title
Executive Assistant to the Dean's Office, Penn Dental Medicine

Job Profile Title
Executive Assistant A

Job Description Summary
The Executive Assistant will primarily support the Morton Amsterdam Dean of Penn Dental Medicine, and leaders within the Dean's Executive Suite. Reporting directly to the Sr. Director of Faculty Affairs and Executive Support, this position will carry out high level day-to-day clerical duties required to effectively manage the Dean's schedule and office suite operations. 

Established in 1878, Penn Dental Medicine is among the oldest university affiliated dental schools in the nation. Penn Dental Medicine (PDM) is on a mission to provide the highest quality clinical and research environment for students while shaping the future of care. Join Penn Dental Medicine to live that mission every day by supporting the research and clinical needs of our patients, students, staff, and community. With PDM, not only can you maximize your career potential at an Ivy League Institution, but also you can make a real difference in the lives of our patients and students.

Job Description

The Executive Assistant will primarily support the Morton Amsterdam Dean of Penn Dental Medicine, and leaders within the Dean's Executive Suite. Reporting directly to the Sr. Director of Faculty Affairs and Executive Support, this position will carry out high level day-to-day clerical duties required to effectively manage the Dean's schedule and office suite operations. In collaboration with the Dean's Office executive support team, answer incoming departmental calls, face-to face visits and inquiries, direct calls and visits to the appropriate contact, respond to inquiries or take messages as necessary.

Responsibilities include, but are not limited to:

  • Proactively managing the day-to­ day business activities of the Dean's Executive Suite
  • Handling confidential information with a high degree of professional discretion
  • Handle internal and external correspondence and screen incoming calls and e-mails
  • Accurately schedule meetings and maintain daily and long-term calendars
  • Maintain consistent supervision of the Dean's schedule, which includes maintaining detailed notes to verify and confirm all calendar entries
  • Coordinate the Dean's travel arrangements including train, flight, hotel, car service, detailed agendas, directions, and all necessary materials
  • Draft business correspondence on behalf of the Dean as needed, finalize PowerPoint presentations and prepare executive level meeting minutes
  • Provide meeting/committee support as requested, including meeting scheduling, compiling agenda and composing meeting minutes.
  • Prepare documentation related to accreditation
  • Order supplies and maintain Dean's office appearance and cleanliness
  • Other duties as assigned

The Executive Assistant position requires a strong work ethic, professionalism, and commitment to integrity. A high degree of initiative is required, as is a proactive approach that anticipates the needs of the Dean's Executive Suite. Project coordination, execution, follow-through and extensive event planning expertise is required. The Executive Assistant must have a proven ability to work collaboratively and professionally with all levels of Penn Dental Medicine, which includes students, staff, visitors, faculty, alumni as well as members of the Board of Advisors, outside clients, vendors and international visitors. This position represents the Dean's Executive Suite, both internally and externally. The Executive Assistant must exhibit sensitivity to the position as a role model for Penn Dental Medicine and a representative of the University of Pennsylvania's mission, values and goals.


Bachelor's Degree or equivalent and 5-7 years progressively responsible administrative experience required.

High level of attention to detail and accuracy.

Requires strong communication skills - oral and written.

Ability to track, monitor and adhere to deadlines.

Ability to learn various University systems, databases and programs.

Experience working with Microsoft Office suite and various calendaring and scheduling programs.

Excellent communication skills and executive administrative support skills.

Demonstrated ability to act with tact and maintain confidentiality.

Demonstrated problem solving and analytical skills in a complex and fast-paced environment.

Demonstrated ability to work well with diverse colleagues, clients and external organizations.

Demonstrated commitment to personal responsibility and accountability for results.

The salary range for this role is $55-$70K commiserate with qualifications and experience

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Dental Medicine

Pay Range
$50,684.00 - $91,232.00

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/Dental-School-Evans-Building/Executive-Assistant-to-the-Dean-s-Office--Penn-Dental-Medicine_JR00039760 

Copyright ©2021 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency