Administrative Assistant, Annenberg Public Policy Center

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 Large Employers in 2023.

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

Administrative Assistant, Annenberg Public Policy Center

Job Profile Title

Administrative Assistant B

Job Description Summary

The Annenberg Public Policy Center (APPC) is seeking a versatile, motivated Administrative Assistant with excellent writing and communication skills to provide administrative support to the APPC Director and work on a variety of writing, media, event, and communication tasks. The position will report to and serve in a primary administrative role for the APPC Director, as well as supporting several other roles and units within APPC, including assisting the APPC Director of Events and Facilities with select APPC events and archiving and the APPC Director of Communications with web content, graphics and social media outreach. The Administrative Assistant must be detail-oriented and adept at juggling projects.

About APPC: A premier communication policy center founded in 1993 by Ambassadors Walter and Leonore Annenberg, APPC’s mission is producing “research and engagement that matter” through cutting-edge communication science and by increasing the impact of communication scholarship to improve public well-being. APPC’s work is carried out by three research divisions (Communication Science, Institutions of Democracy, Climate Communication); three institutes (Annenberg Health and Risk Communication Institute, Leonore Annenberg Institute for Civics, Science of Science Communication Institute); a center focused on collaborative work and post-doctoral fellowships (Annenberg Center for Advanced Study in Communication); and a media project (FactCheck.org).

Job Description

Job Responsibilities:

Supporting the APPC Director:

• Have full access to and manage APPC Director’s calendar, including teaching, research, travel, speaking engagements, student meetings, staff meetings, etc.
• Book travel for APPC Director, draft detailed itineraries for trips and meetings, prepare travel reimbursement requests in Concur.
• Greet/escort Director’s visitors to the building/office.
• Answer Director and APPC phone lines. Forward messages left on main APPC phone line after hours to appropriate parties.
• Maintain list of APPC Director obligations, priorities and deadlines, review frequently with APPC Director.
• Organize requests to Director for things like recommendations, draft recommendations.
• Create presentation materials for APPC Director presentations (agenda, slide decks, video compilations).

Supporting the APPC Director and APPC Director:

• Maintain a network of contacts key to APPC programming and development activities and APPC Director and Deputy Director activity.
• Draft and send communications in various forms (email, memos, letters, etc.) on behalf of the APPC director and APPC Deputy Director.
• Assisting APPC Deputy Director and APPC Director with APPC Director’s research initiative.

Assisting the APPC Director of Communication

• Update APPC website, writing website news posts, including obtaining and editing art.
• Helping to manage social media accounts, including creating and formatting posts.
• Update databases of contacts and assist with tracking media coverage; perform routine maintenance of email distribution lists; research new contacts based on materials being promoted.
• Develop thumbnail graphics and video clips for news releases and social media.
• Format press releases for posting and distribute via press release sites and MailChimp.

Assisting the APPC Director of Events and Facilities and division/institute directors:

• Coordinate APPC-Annenberg Foundation Trust at Sunnylands retreats including retreats of federal court judges working with the Leonore Annenberg Institute for Civics Director and National Academy of Sciences retreats working with the Science of Science Communication Institute Director.
• As time allows, assist APPC Director of Events and Facilities with execution of other APPC events, including: creating invites and printed materials; managing invite lists, RSVPs, and guest communications; organizing travel bookings and reimbursements for guests; assisting with creation of agenda, schedules, show flows, and liaising with tech support; arranging catering, florists, and other vendors; assisting with event setup and breakdown; assisting with tasks during events such as checking in/escorting attendees, responding to questions, keeping speakers on track, running microphones.
• File materials in and retrieve materials from APPC archives.

Position Length

This is a three-year, term-limited position through June 30, 2029, with extension contingent on funding and other factors.

Qualifications:

• A High School Diploma and 3 to 5 years of experience or the equivalent combination of education and experience is required. Bachelor’s degree preferred.
• Office administrative experience required, preferably in an academic environment.
• Excellent writing and communication skills needed, including both promotional and professional business writing contexts.
• Experience with Excel and PowerPoint and additional presentation tools preferred.
• Experience with Photoshop, Canva and other editing tools including video editing tools is also desirable.
• Social media campaign experience desirable.
• Academic research and academic writing/citation experience helpful.
• Attention to detail and ability to manage and prioritize multiple tasks essential.

Application Instructions:

Required Documents:

• Resume
• Cover Letter

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible – This position is eligible for a hybrid work schedule with a work week that is divided between working onsite and working remotely.

Department / School

Annenberg School for Communication

Pay Range

$19.32 - $27.47 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements
Background checks may be 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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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay