Administrative Assistant - Engineering, And Technology

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 Harrisburg’s School of Science, Engineering, and Technology is seeking a motivated, detail-oriented Administrative Assistant to join our team. This opening provides vital support for the day-to-day administrative and operational functions of the School, serving one or more academic departments, which may include Engineering, Mathematics, Computer Science, Biology, or Chemistry.

The Administrative Assistant will play an integral role in ensuring smooth office operations by managing communications, coordinating schedules, supporting events, and assisting with budgetary and financial processes. We are looking for a professional who is collaborative, organized, and able to thrive in a dynamic academic environment.

Job Duties

• Plan, organize, and coordinate daily office activities and administrative processes.
• Greet and assist visitors, students, and faculty, respond to inquiries, and direct requests as appropriate.
• Provide support for scheduling, calendar management, and travel arrangements for students and faculty.
• Coordinate meeting logistics, including scheduling, preparing materials, and drafting agendas.
• Draft, review, and distribute internal and external communications.
• Collect, organize, and analyze data to prepare reports, presentations, contracts, and proposals.
• Create and maintain accurate files, records, and databases.
• Monitor budgets, process financial transactions, track expenditures, assist with revisions, and prepare projections.
• Manage office supplies and equipment needs, including ordering and coordinating maintenance.
• Support special events by reserving spaces, preparing itineraries and materials, coordinating with vendors, and serving as a primary contact.
• Ensure compliance with University policies and procedures.
• May perform confidential administrative tasks and serve in proxy roles as authorized.
• May coordinate the work of other support staff to promote efficient office operations.

Requirements and Qualifications

• Prior administrative experience in a professional setting; higher education experience is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel) required.
• Experience with University financial or business systems (such as SIMBA) preferred.
• Strong organizational, communication, and problem-solving skills.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Commitment to maintaining confidentiality and professionalism.

Additional Details

• Schedule: Up to 24 hours per week.
• Compensation: Commensurate with experience.
• Application Review: Begins immediately and will continue until the vacancy is filled.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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