Program Assistant, Center for Latin American and Latinx Studies
University of Pennsylvania

Job Info

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Program Assistant, Center for Latin American and Latinx Studies

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.

COVID-19 vaccination or a University authorized exemption is a requirement for all positions at the University of Pennsylvania. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Program Assistant, Center for Latin American and Latinx Studies

Job Profile Title
Administrative Assistant B

Job Description Summary
The Program Assistant aids in all the daily administrative operations of the CLALS programs under the supervision of the Associate Director.

Job Description

The Center for Latin American and Latinx Studies is an interdisciplinary research and teaching Center for the study of Latin America and Latinx populations. Our vision is to provide the human and intellectual capital capable of addressing the most pressing challenges and opportunities that Latin America and Latinx populations will face during the 21st Century. The Center hosts various colloquia series inviting Penn scholars as well as experts from across the Americas and globe to present and collaborate on cutting-edge research related to CLALS. The Center also supports the Latin American and Latinx Studies program which offers a major and minor with a broad range of courses, spanning the study of history, arts, languages, cultures, societies, politics, and/or regional organizations of Latin American and Caribbean countries as well as Latinx communities and individuals in the United States.

DUTIES:

Overview: Responsibilities include, but are not limited to: provide administrative, communications, and business coordination; organize and assisting program events, including lectures, conferences, fellowships and award competitions; website and social media management; supervise and coordinate travel arrangements for visitors and faculty as requested, including processing of payments/honoraria; prepare and design the monthly newsletter, manage social media accounts, represent the Center in all capacities.

Detailed list of duties:

Coordinates communications for the Center for Latin American and Latinx Studies (CLALS). Manage website updates, regular newsletters (at least monthly), Social Media Posts (i.e. Facebook, Twitter, and Instagram). Prepares and collects material and content for all events, initiatives and other promotion. Designs flyers and prepares other graphic promotional materials on CLALS events and initiatives to circulate on campus and larger networks. Maintains all listservs and databases of students, faculty, staff community members, and alumni. Manage video recordings for the program and keeps up-to-date video archive, online and offline. Assists with the promotion of events, including sending listings to Penn Almanac and reaching out to various departments.

Maintain financial records. Process CLALS payments, honoraria, and reimbursements for domestic and many international guests. Arranges travel and lodging for domestic and international visitors. Onboards suppliers. Serves as main contact for domestic and international guests' business and housing needs, and closely assists them with Penn's onboarding. Assists the Associate Director with similar tasks such as honoraria processing and travel arrangements, etc. with the Penn Model OAS Program. Assists the Director and Associate Director with payments on Concur. Assists the Associate Director with budget records. Serves as the lead purchaser for the Center buying supplies, graduation and other student materials, and promotional items. Serves as the main contact with vendors.

Manages work study students. Assists the Associate Director with the UAB meetings.

Assists with various research, grant, student, and community projects. Assists in building community partnerships.

Assists our faculty affiliates, postdocs, and other staff and community members with administrative tasks. Represents CLALS in the Center, greeting guests, visitors and at events.

Performs additional duties as assigned

QUALIFICATIONS:

High school degree and 3-5 years of experience in a higher education institution, or equivalent combination of education and experience is required. Bachelor's degree is preferred. Ability to work with students; strong organizational skills; must have excellent communication and interpersonal skills; computer proficiency (Windows, Word, Basic Excel); web skills desired including Photoshop or Canva; punctuality and attention to detail; Spanish and/or Portuguese fluency highly desired; candidate should also be reliable and be able to work independently on assigned tasks. Candidate should enjoy working with others and promoting a positive, friendly, welcoming experience for our students, faculty, staff, and community members. Knowledge of Concur and Ben Financial desired.

This is a 10 month Limited Service position.

For consideration, please submit a cover letter as well as a resume in the CV section of your application. You can upload multiple documents to the "Resume/CV" section.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range
$17.98 - $27.09
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.

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.

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


To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/McNeil-Building---4th-Floor/Program-Assistant--Center-for-Latin-American-and-Latinx-Studies_JR00069868







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