Reporting to the Director of Alumni Regional Clubs, the Administrative Assistant will support the Regional Clubs team in all aspects of serving Penn alumni around the globe. The Administrative Assistant is responsible for managing all administrative functions of the team.
Requirements
- Arrange meetings for staff
- Reserve meeting space for larger meetings on and off campus
- Prepare meeting and related materials
- Create registration web page using iModules
- Maintain registration information and print reports
- Prepare and send invitation and event follow-up emails using iModules
- Prepare nametags when necessary
- Serve as liaison to clubs/regions to track attendance of events and then upload into Compass
- Gather, pack, and ship event materials and giveaway items for alumni and clubs
- Update and maintain alumni contact information and volunteer activities in alumni database
- Support liaisons in developing invitations, creating registration forms, maintaining listservs, and updating websites using iModules
- Work with Director to coordinate submissions to the Gazette on club listings, club spotlights, and club events
- Maintain Regional Clubs budgets using Ben Financials
- Record expenditures, pay bills, deposit funds
- Maintain budget account books and/or database and monitor budget activities
- Secure purchase orders and arrange required payment to vendors
- Reconcile all payments and deposits and meet with Director to review monthly budget reconciliation
- Submit contracts for payment
- Serve as liaison to alumni online database and administrator to coordinate implementation and management of on-line resources for clubs, especially iModules and listserv functionalities
- Compose correspondence in response to inquiries
- Perform general office duties as required
- Provide staff support for events as determined by supervisor
- Update information for team and maintain reports, databases, and lists
- Share responsibility with other administrative assistants for answering all incoming departmental calls
- Take messages as necessary and otherwise direct calls appropriately using best customer service skills
- Share responsibility for sorting departmental mail, checking and responding to departmental email inquiries, and checking/responding to departmental voice mails, and staffing receptionist desk on designated days
- Provide assistance and/or registration for other Alumni Relations programs as needed, specifically Alumni Weekend and Homecoming
- Monitor general Penn Alumni email inbox on assigned day and respond to all inquiries
- Support and staff on campus events hosted by Alumni Relations including Alumni Weekend, Homecoming, Penn Spectrum, Alumni Volunteer Leadership Retreat, etc.
- Perform other duties as assigned
Benefits
- Health, Life, and Flexible Spending Accounts
- Tuition
- Retirement
- Time Away from Work
- Long-Term Care Insurance
- Wellness and Work-life Resources
- Professional and Personal Development
- University Resources
- Discounts and Special Services
- Flexible Work Hours
- Penn Home Ownership Services
- Adoption Assistance
