Office Administrative Assistant A

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Office Administrative Assistant A

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
Office Administrative Assistant A

Job Profile Title
Office Administrative Assistant A

Job Description Summary
Under general supervision and in accordance with University and College Houses and Academic Services (CHAS) policies and procedures the Office Administrative Assistant A provides financial, administrative, and operational support for CHAS Central Office and 13 College Houses staff to ensure efficient and timely operations. This includes processing and monitoring of financial activities such as purchasing, accounts payable, travel reimbursements, journal entries and payroll activities. This position may provide direct and or back-up support to the Director of Financial Operations and Administrative Services for various administrative functions and operations for the unit.

Job Description

  • Process payroll related activities from requisitioning to onboarding, to reviewing/approving weekly time for student worker/work study students.
  • Processes purchase order requests and assists in maintaining all purchasing related documents/record keeping.
  • Assists with the distribution, collection, logging, and destruction of Student Program Cards.
  • Submits travel and expense reimbursements via the Concur Travel and Expense Management System. Ensures requests are accurately entered and appropriate documentation is submitted.
  • Processes journal entries and procurement card reallocations and deposits as needed utilizing Ben Financials.
  • Provides back-up support for House financial activities in the absence of a House Coordinator.
  • Participates in annual CHAS financial training and ad hoc training. Maintains current knowledge of University and CHAS policies and procedures.
  • Provides administrative support as needed. This may include providing front desk reception support, answering telephones, taking messages, screening and transferring calls. Assists with sorting/distribution of mail. Maintains office equipment/ supply inventory and routinely places orders as needed. Provides support as needed to central administrative staff by placing food orders/assisting with logistics for CHAS events. On occasion may be required to run errands and lift objects 25 lbs or less.
  • As needed, assist the Director of Financial Operations and Administrative Services with various administrative functions ranging from meal plan assignment, PennCard/Guestcard issuance/renewal and distribution of parking permits and other administrative projects as they arise.
  • Perform additional duties as assigned.


Associate Degree or two-year College equivalent required and 2-3 years of experience or equivalent combination of education and experience (preferably in a university setting). Proficiency in Microsoft Office (Word, Excel, PowerPoint) experience with email programs such as Outlook. Experience with University financial systems, including Workday, Ben Financials and Concur Travel and Expense Management Systems a plus. Must possess sound organizational skills with attention to detail. Candidate must possess excellent written and oral communication skills and be able to communicate effectively with staff, students, and faculty and have excellent customer service skills. Maintains confidentiality of information.

Applicant Requirement:

Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Budgeted Pay Range:

$19 - $22 hourly, commensurate with education and experience.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
College Houses and Academic Services

Pay Range
$16.60 - $25.01

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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