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| Is this posting for an on campus department or off campus agency? |
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On Campus Department |
| On Campus Department Name |
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Academic Affairs |
| Position Title |
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Administrative Assistant – AI Impact Center |
| How many vacancies are there for this position? |
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1 |
| Work Location |
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Penn Hall 204 |
| Purpose of Job |
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The Administrative Assistant supports the day-to-day operations of the AI Impact Center by managing administrative tasks, organizing schedules, and ensuring efficient communication among students, faculty, and business partners. This role is critical for maintaining smooth workflows and providing logistical support for the Center’s activities. |
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| Description of Duties and Responsibilities: |
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1. General Administrative Support:
Assist in scheduling meetings, workshops, and project reviews for faculty, students,
and business partners.
Maintain and update calendars, ensuring all stakeholders are informed of upcoming
deadlines and events.
Prepare meeting agendas, take notes, and distribute minutes to attendees.
2. Document Management:
Organize and maintain project documentation, contracts, and reports for easy access
and reference.
Assist with creating and proofreading documents such as proposals, presentations,
and correspondence.
3. Communication and Coordination:
Act as a point of contact for inquiries about the AI Impact Center, redirecting them to
the appropriate team members.
Facilitate communication between faculty, students, and external partners, ensuring
clarity and consistency.
4. Event Planning Support:
Help organize and coordinate events, such as workshops, networking sessions, and
presentations.
Manage logistics, such as room bookings, materials preparation, and event
reminders.
5. Data Entry and Reporting:
Maintain records of project milestones, team performance, and resource usage.
Compile reports and summaries for faculty and external stakeholders as needed.
6. Operational Support:
Skills and Qualifications:
Benefits for the Student:
Track and manage office supplies and resources for the AI Impact Center.
Assist in onboarding new team members by preparing orientation materials and
coordinating training sessions. |
| Required Qualifications: |
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Organizational Skills:
Strong ability to manage multiple tasks, prioritize effectively, and maintain attention to
detail.
Communication Skills:
Excellent written and verbal communication to interact with diverse stakeholders and
prepare professional documents.
Proficiency with Office Tools:
Experience with tools like Microsoft Office (Word, Excel, PowerPoint), Google
Workspace, and scheduling platforms.
Time Management:
Ability to meet deadlines and manage competing priorities efficiently.
Professionalism:
A positive, approachable demeanor and a commitment to confidentiality when
handling sensitive information. |
| Work Schedule–Days & Times |
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Negotiable – 10 hours per week |
| Hourly Wage |
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$10.00 |
| Employment Start Date: |
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01/13/2024 |
| Employment End Date: |
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04/25/2025 |
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| Application |
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| Job Supervisor’s Name |
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Javin Sword |
| Job Supervisor’s Phone Number |
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(641) 673-1102 |
| Job Supervisor’s Email Address |
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swordj@wmpenn.edu |
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