Administrative Assistant

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS

Penn State Abington is seeking a Klein Life Administrative Assistant to support the smooth operation of its youth programs. This in-person role requires both in-office and remote work and requires weekend availability.

This opening is a part-time, temporary role, scheduled to begin on December 1, 2027, and conclude on June 18, 2027. There is potential for an extension beyond this timeframe, should the need arise. This role will take place from 3:30 p.m. until 8:15 p.m. at 10100 Jamison Ave, Philadelphia, PA 19116.

The pay range is between 20 and 30 an hour based on experience.

Job Duties

• Train on and effectively use our youth registration system, Camp Doc (no prior experience required).
• Be trained in Penn State Compliance and make sure staff always comply.
• If available, will be required to sit in virtual meetings to learn more about Penn State compliance.
• Utilize Microsoft Word and perform mail merges for youth-related documents.
• Print and organize paperwork for programs every day and assemble materials into binders.
  • Ensure the binder is on-site and participants' forms are 100% complete.
  • If the system gets updated, ensure a parent or guardian fills it out in an orderly manner and update the binders accordingly.
• Provide administrative support, including communication with staff and parents.
• Assist with scheduling, record-keeping, and data entry as needed. This includes managing participant health forms, waivers, and emergency contacts.
  • Send out a welcome email to parents or guardians via Camp Doc, so they know where to go for class. This would include making sure parents know our pickup and drop-off policy.
• Assist with the management of staff.
• Organize and store materials, paperwork, and supplies.
• Send out emails, newsletters, and updates regarding classes.
• Ensure youth compliance with camp policies, safety regulations, and university guidelines.
• Act as the primary point of contact for parents, handling concerns and inquiries.
• Be authorized adult if an instructor or TA is unable to make it to class.
• Assist with organization needs, such as cabinets or any supplies that are on site during the program.
• Assist and plan graduation for December and May with the program director.
• Complete orientation for the staff and make sure they have their LRN training certificates on file.
• Join meetings on Fridays to ensure the conversation is focused on the student's growth and how to help the staff as well.
• Help with recruitment as needed, which could include weekends.
• Assist with other assignments as needed.

Requirements and Qualifications

• Previous experience in administration, education, recreation, or a related field is preferred.
• Strong leadership, organizational, and problem-solving skills.
• Works well with multiple managers.
• Proficiency in Microsoft Word.
• Demonstrated ability to work independently while seeking guidance as necessary and consistently meet deadlines.

To be considered for this opening, applicants must apply online and submit a resume including any experience and a cover letter.

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

CAMPUS SECURITY CRIME STATISTICS

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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