Building Manager & Adminstrative Assistant, Sweeten Alumni House (NOT Hybrid Eligible) at The University of Pennsylvania

Job description

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 Building Manager & Adminstrative Assistant, Sweeten Alumni House (NOT Hybrid Eligible) Job Profile Title Administrative Assistant B Job Description Summary Responsible to both the Director of Operations and Special Programs, and the Director of the Penn Alumni Ambassadors Program (PAAP). Oversee the reception function of Sweeten Alumni House. Under general supervision, greet visitors, answer telephones, and perform clerical duties. Work with databases to store, retrieve and update information. Assist with projects to support other teams in Alumni Relations. Oversee space rentals and scheduling. Working with the Director of Operations and Special Programs, troubleshoot any issues related to building management, facilities, maintenance, or security. Provide Administrative support to Penn Alumni Ambassadors Program (PAAP). Manage communication for incoming phone and email requests, as well as some outgoing communication to alumni volunteers. Assist with event planning logistics and associated paperwork. Assist with volunteer committee management support and direct ambassador assignments wherever needed. Register new ambassadors and update personal information across PAAP and Penn systems. Job Description This is an in-office position, Monday–Friday BUILDING MANAGER / FACILITIES In conjunction with the Director of Operations and Special Programs who is also the building administrator, coordinate facility usage and oversee the facility conditions of the Sweeten Alumni House. Handle reservations for individuals and groups using meeting space and enforce established regulations and fee charges. Serve as liaison with caterers and other outside vendors involved with use or rental of space in Sweeten Alumni House. Serve as liaison to other University departments whose work impacts the Alumni House, including Facilities Services, Maintenance, and Security. As necessary, alert supervisor or other staff members of any issues or concerns. Maintain logs and files. Perform other duties as assigned. RECEPTIONIST Ensure the reception desk is covered at all times (8:00am - 5:00pm or 8:30am - 5:30pm, Monday-Friday) Keep the coffee service area stocked and clean at all times. Order coffee supplies. Greet visitors and deliveries accordingly and notify appropriate department or person of their arrival. Ensure first floor of Sweeten House is tidy, presentable, and welcoming for visitors. Keep literature well-stocked and make available complimentary coffee and ice water. Share responsibility for answering telephones and retrieving voicemail.Take complete and accurat