Building Manager, Administrative Assistant

University of Pennsylvania

. Report to the Director of Operations and Special Programs and the Director of the Penn Alumni Ambassadors Program .

Posted 9/24/2026full-timePhiladelphia • Pennsylvania • United StatesMid-LevelSenior💰 $19 - $23 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organizational and customer service skills while managing facility operations and communications. Proficient in Microsoft Office applications and capable of supporting event planning logistics and volunteer management.

Highest-signal resume keywords

Receptionist ExperienceCustomer Service SkillsOrganizational SkillsMicrosoft Office ProficiencyDatabase Knowledge

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Reception ManagementEvent Planning LogisticsDatabase ManagementFacility CoordinationReservation Handling

Soft Skills

Pleasant Telephone MannerCommunication SkillsInterpersonal Skills

Tools & Technologies

Microsoft OfficeEmail Management Systems

Certifications & Qualifications

High School Diploma

Industry Keywords

Alumni RelationsFacility ServicesVolunteer Management

About the role

Key responsibilities & impact

Report to the Director of Operations and Special Programs and the Director of the Penn Alumni Ambassadors Program
Oversee the reception function of Sweeten Alumni House
Coordinate facility usage and oversee facility conditions
Handle reservations for individuals and groups using meeting space
Enforce established regulations and fee charges
Liaise with caterers, outside vendors, University departments, Facilities Services, Maintenance, and Security
Alert supervisors about facility, maintenance, or security issues
Maintain logs and files
Ensure reception desk coverage Monday–Friday from 8:00am–5:00pm or 8:30am–5:30pm
Keep coffee service area stocked and clean and order coffee supplies
Greet visitors and deliveries and notify appropriate personnel
Keep the first floor tidy, presentable, and welcoming
Stock literature and provide complimentary coffee and ice water
Answer telephones, retrieve voicemail, take messages, and direct calls
Check shared email accounts daily and respond within 24 hours as appropriate
Answer general phone inquiries and provide information and assistance
Assist Alumni Relations teams with mailings and event or meeting preparation
Answer PAAP emails, phone calls, and in-person requests
Support volunteer committee management and direct ambassador assignments
Provide PennKey support for new and existing members
Register new ambassadors and update personal information across PAAP and Penn systems
Moderate the PAAP Facebook group
Maintain databases and assist with PAAP event planning logistics

Requirements

What you’ll need

High School Diploma
3-5 years' experience required
One year progressively responsible receptionist experience preferred
Equivalent combination of education and experience required
Basic knowledge of Alumni Relations helpful
Pleasant and courteous telephone manner
Good organizational skills
Customer service skills
Communication skills
Working knowledge of Microsoft Office applications required
Additional knowledge of databases preferred
Background checks may be required after a conditional job offer
Resume and cover letter required

Benefits

Comp & perks

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts for eligible health care and dependent care expenses
Tuition assistance for employees, spouses, and dependent children
Tuition assistance for dependent children at other institutions
Basic, Matching, and Supplemental retirement plans
Pre-tax or Roth retirement savings options
Investment options through TIAA and Vanguard
Substantial time away from work for vacations, personal affairs, illness, injury, and family time
Long-term care insurance for eligible employees and family members
Wellness and work-life programs and resources
Professional and personal development resources
Access to University libraries, athletic facilities, arboretum, art galleries, museums, music, theater, and recreational activities
Free and discounted admission and memberships to Penn arts and cultural centers and museums
Discounts on transportation, mortgages, cars, cellular phone plans, movie tickets, and theme parks
Flexible work options
Forgivable home ownership loan for eligible employees buying a home or residing in West Philadelphia
Adoption assistance of qualified expenses for up to two adoptions in the household