Executive Assistant, Office of the Vice Dean for Scholarship & Research

Executive Assistant, Office of the Vice Dean for Scholarship & Research

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
Executive Assistant, Office of the Vice Dean for Scholarship & Research

Job Profile Title
Executive Assistant A

Job Description Summary
The Executive Assistant will provide executive support to the Vice Dean for Scholarship and Research and leaders within the Dean's Executive Suite.

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 provide executive support to the Vice Dean for Scholarship and Research and leaders within the Dean's Executive Suite.

Reporting directly to the Vice Dean for Scholarship and Research, this position will:
  • Carry out high-level day-to-day clerical duties including travel, travel reimbursements, calendar scheduling, taking and maintaining meeting minutes and managing the administrative needs of the Vice Dean's office.
  • Supports in development and compilation of grant projects, and manuscripts, including interacting with the grants management office, researchers and other research institutions.
  • Administer the Doctor of Science in Dentistry (DScD) program and participate in the management of didactic courses including organization of posting of teaching materials, preparing and grading exams, communicating with faculty and students.
  • In collaboration with the Dean Suite's frontline administrative team, ensures consistent frontline coverage.
  • Perform other duties as assigned.

A high degree of initiative is required, as is a proactive approach that anticipates the needs of the Vice Dean and members of the Dean's Executive Suite.

It is critical that this role be well versed in project coordination, execution, follow-through and organization, document preparation involving Word and PowerPoint and proof reading.

Excellent time-management skills and ability to prioritize assignments is needed to effectively carry out the varied responsibilities.

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 Overseers, outside clients, vendors and international visitors.

The Executive Assistant must be able to handle confidential information with a high degree of professional discretion, professionalism and sensitivity.

The Executive Assistant position requires a strong work ethic, professionalism, and commitment to integrity.

Client/Executive facing time in-suite is expected. Target salary range is $52,000 - $75,000 commensurate with related experience and education.

*This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.*

  • Bachelor's Degree or equivalent and 3-5 years progressively responsible administrative experience required.
  • High level of attention to detail and accuracy.
  • Ability to track, monitor and adhere to deadlines.
  • Ability to learn various University systems, databases and programs.
  • Demonstrated skill in preparation and proofreading of documents working with Microsoft Office suite.
  • Demonstrated skill in scheduling complex meetings and various calendaring and scheduling programs.
  • Excellent time management and ability to prioritize activities based on deadlines and importance.
  • 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.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Dental Medicine

Pay Range
$51,824.00 - $78,096.00

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--Office-of-the-Vice-Dean-for-Scholarship---Research_JR00055365-1

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