Reporting to the Vice Provost & Director of Libraries Office, this position provides a broad range of professional and confidential administrative functions in support of the Vice Provost and members of the Libraries’ Senior Staff. Responsibilities include, but are not limited to coordinating and managing complex calendar and meeting materials; handling confidential material, managing flow of communication and provide administrative support to reporting directors; organizing travel; preparing travel reimbursements; maintaining the office files and databases; prepare financial forms; supervise the work of Administrative Assistant; recording, preparing and distributing meeting minutes; drafting and editing letters and other documents; provide research, analysis, reporting, project support and project management as needed. SPECIFICDUTIES:
Provide administrative support to the Vice Provost & Director of Libraries. Interacts with senior staff members and with a wide array of University offices, faculty members, senior administrators, and representatives of national library associations, private foundations and corporations, and government agencies.
Maintain, coordinate and manage complex calendar schedules and coordinates committee and other meetings, prepares agenda and meeting packets, and communicates with staff and faculty representatives in a timely way. Manages travel, conference attendance, awards, and special events arrangements and reimbursements through Concur for the Vice Provost.
Manage multiple projects in support of the Vice Provost and Director of Libraries’ initiatives in various departments, including, but not limited to, Community Outreach, Liaison Services, and Advancement. Conduct project-related research and writing, edit program development, compile and review project- related documents and presentations for clarity and accuracy. Complete other special projects as assigned
Supervise the Administrative Assistant in the Vice Provost’s Office, including delegation of tasks, task management, and coordination of schedules to ensure the office is staffed at all times. Hire and supervise interns and work-study students.
Manage and coordinate all correspondence, both routine and confidential, including drafting, typing, formatting, proofreading and editing. Create and distribute salary increase letters. Assist with preparation of presentations. Coordinate the collection and processing of Administrator timesheets. Process weekly timesheets in e-timesheet system.
Create, maintain and organize office files (paper and electronic), shared drives, databases (including space planning documents)
Perform additional duties as assigned
Internal Number: 39218
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.