Administrative Assistant for Office of General Counsel, Part Time
Full Time
Philadelphia, PA 19131
$103 an hour
Posted
Job description
Administrative Assistant for Office of General Counsel, Part Time Open to: Internal and External Applicants Full-Time or Part-Time Status: Part-Time Staff Job Type: Hourly/Non-Exempt Position Summary or Faculty Qualifications
Physical Requirements and/or Unusual Work Hours:
Additional Information: Hiring Range
The Administrative Assistant for the General Counsel’s Offices is responsible for supporting the daily operations of the offices including managing the General Counsel, Senior Associate General Counsel, and Chief Compliance Officer calendars, editing website and training materials on behalf of the General Counsel, and serving as the first point of contact for internal and external visitors. In addition to other essential and secondary responsibilities, the Administrative Assistant provides administrative support, as needed, to the General Counsel, Senior Assistant General Counsel, Chief Compliance Officer, and Paralegal. The Administrative Assistant must be able to work in a fast-paced environment, maintain confidentiality and exercise sound judgment, and complete tasks in a timely manner.
Duties and Responsibilities:
- Serve as the first point of contact for internal and external guests to the Regis Annex.
- Manage and maintain calendar for General Counsel, Senior Associate General Counsel, and Chief Compliance Officer including schedule and location for meetings, conference calls, etc.
- Maintenance of Office of General Counsel website, general email box(es), University policy library and other systems/tools and legal and compliance training and materials.
- Distribute incoming mail and prepare outgoing mail for the General Counsel’s Office.
- Process invoices, pcard purchases, and purchase orders and maintain tracking spreadsheets for Office of the General Counsel.
- Scan and file documents to maintain accuracy and efficiency of retrieval.
- Serve as the liaison with Facilities Management and other external vendors and proactively maintain auxiliary functions related to facilities management, including office equipment and building maintenance for Regis Annex.
- Proactively maintain office supplies and equipment for the General Counsel’s Office
- Special projects/duties as assigned
- Assist Paralegal/Office Manager with other administrative duties as requested.
Regular use of telephone and email for communication
Sitting for extended periods of time.
Lift up to 25 pounds.
Minimum Requirements:
Sitting for extended periods of time.
Lift up to 25 pounds.
- Associates degree and minimum of three years of experience in a senior administrative support role or an equivalent combination of education and experience.
- Ability to exercise confidentiality, independent discretion and sound judgment on matters of significance for the University.
- Excellent attention to detail, and the ability to multi- task in a fast-paced environment.
- Mastery of intermediate skill level in Google docs, Google Sheets, Word, Excel, PowerPoint, and internet search software relevant to the position
- Excellent communication and professional skills (i.e. grammar, vocabulary, courtesy, collaborative style) and to be applied to telephone communications, to in-person interactions with internal and external audiences and to written communications such as email, letters, memos, etc.
- Bachelor’s degree
- Previous professional work experience in a higher education or legal setting and in support of a senior executive or administrator.
103 Salary Grade
$43,800 to $61,300
Based on Full time hours
Position Classification: Clerical Union: None Department: 151000 - Office of General Counsel Date Open to Internal Applicants: 01/04/2023 Date Open to External Applicants: 01/04/2023 Job Close Date: Open Until Filled Yes
$43,800 to $61,300
Based on Full time hours
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