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Form of work 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 Support Specialist- Central HR Services Job Profile Title
Administrative Assistant B Job Description Summary
Establish a welcoming first impression for visitors; coordinate all front-end activities. Screen visitors’ documents and provide information for resources as needed. Provide guidance to visitors for systems and self-service carrels, ensure smooth transitions. Support visitors in completing onboarding tasks and helping with other online activities, including but not limited to processing overflow I-9, E-Verify, and data updates. Acts as liaison between visitors and specialists. Job Description
The University of Pennsylvania has a great opportunity for an experienced Administrative Support Specialist to join our team. The new Penn Onboarding Center is the first stop for all new hires. It welcomes all new employees with the goal of creating a streamlined experience for administrative activities (I-9 completion, E-Verify, etc.) related to onboarding, assisting with common “first-day” questions, and ensuring University compliance with federal regulations and policies.
The Administrative Support Specialist will be the first person every visitor to the Onboarding Center will meet. They will greet visitors, manage the flow of traffic, triage, assess needs, and provide guidance to ensure an optimum experience for each visitor and assist Specialists to promote efficiency. Refer complex issues to the Solution Center for further research if necessary. Assist Analyst with scheduling and coordinating details for onsite activities. Provide I-9 and E-Verify support during high volume times. Assist with reporting, communication, and data entry as necessary.
Job Responsibilities
- Trouble shoot issues visitors may have as it relates to onboarding and related online platforms. Act as liaison between visitors and specialists. Supports and processes Workday profile corrections for visitors.
- Manage flow of visitors and triage to assess need. Assist customers with appointments by using the queue management system.
- Excellent communication and de-escalation skills to provide exemplary customer service.
- Provide I-9 and E-Verify processing support during high volume times; process all incoming documents
- Assist with reporting, communication, and data entry as necessary; provide support with website updates and additional platforms pertinent to operations.
- Subject matter expert of federal regulations related to I-9, E-Verify, employment eligibility for foreign nationals, appropriate documentation, etc. Maintain expertise in Workday and other relevant applications.
- Ability to verbally disseminate information to a diverse clientele
- Coordinate details of ad hoc onsite activities. Aid and manage online platforms (QLess, Freshdesk, Workday) as needed
- Provide support to onsite operations by placing and managing orders and ensuring all supplies are stocked; act as ad hoc onsite POC for environmental issues
- Perform additional duties as assigned
Qualifications
- H.S. diploma and 3 to 5 years of experience or equivalent combination of education and experience required. Direct customer service experience strongly preferred. Excellent organizational skills with attention to detail required. Personable, professional demeanor with strong communication skills required. Ability to manage demanding customers and maintain composure under pressure required. Must have strong technical skills in MS Office with ability to learn and adapt to new technologies. Experience in higher education a plus.
Job Location - City, State
Philadelphia, Pennsylvania Department / School
Human Resources Pay Range
$17.98 - $24.01 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, as well as internal and market factors and grade profile.
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.
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.
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
