Philadelphia, PA19 days ago
Dean's Office Operations: Coordinate day-to-day Dean's Office operations (e.g., scheduling support, correspondence, office workflows), providing back-up administrative coverage for the Dean on behalf of the Executive Assistant to the Dean as needed; Greet and assist visitors to the Dean's Office, ensuring guests are welcomed, oriented, and connected with the appropriate host; Manage Dean's Office business processes, including vendor contracts, independent service provider agreements, expense reconciliations, and budget tracking; Provide administrative support to the Chief of Staff, including meeting coordination, materials preparation, recordkeeping, purchasing/expenses, and travel planning; Draft, format, fact-check, and proofread briefing notes, presentations, remarks, and other materials in coordination with the Chief of Staff and relevant partners; Handle sensitive information with discretion and represent the Dean's Office professionally with faculty, staff, and external partners. Event Planning and Execution: Plan and deliver Dean's Office-led schoolwide and community events (e.g., receptions, retreats, dinners, staff/community gatherings, special programs); Build and manage event workplans (scope, timeline, run-of-show, staffing, vendors, accessibility, contingencies) and coordinate cross-functional partners to hit milestones; Oversee event budgets and administration: purchasing, contracts, reconciliation, and spend tracking; recommend tradeoffs as needed; Lead logistics and production: venues/room sets, catering, registration, signage, speaker/guest support, and day-of execution; Ensure compliance with University policies and best practices and document processes for repeatability.