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.

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POSITION SPECIFICS​

The Office of the President is seeking a friendly, professional, and detail-oriented Administrative Assistant. This position functions as the first point of contact for the Office of the President providing administrative support. This position serves as the Old Main Access Coordinator, Office of the President Parking Chair, Safety Monitor and Affiliate Facility Coordinator. This position also provides support to the Executive Assistants and backup support to the Office of the Board of Trustees. The successful candidate will help coordinate daily operations and provide a high level of administrative and financial support.

Job responsibilities for this position include, but are not limited to:

• Answering phones; providing information as needed; greeting, screening, and announcing guests
• Reviewing President’s and Senior Vice President, Chief of Staff’s calendars; preparing conference room for meeting; and monitoring workflow of the front office
• Provide support for scheduling and travel arrangements
• Assisting with Office of the President mail and correspondence; reviewing, editing, and preparing letters; collecting mail, sorting, and routing; coordinating administrative signatures
• Serving as Access Coordinator for management and distribution of Old Main keys and CCURE access; maintaining key and access inventory; updating LionSpace with employee office locations
• Serving as Parking Chair managing employee and executive parking permits for the Office of the President units
• Serving as backup to the Executive Assistants assisting with calendars and email at [email protected] and [email protected]
• Processing financial forms including Pcard requisitions, ERS reports and ordering supplies
• Providing office support including scheduling staff meetings and meetings of the University Policy Administration Committee; maintaining membership and email lists
• Serving as Affiliate Facility Coordinator and Safety Monitor providing back up to the Old Main Super Facility Coordinator; assisting with work orders and issues that arise; assisting with Old Main security and management of the office duress alarms
• Assisting with ticket accountability process for the President’s suites in the Bryce Jordan Center, Pegula Ice Arena and Beaver Stadium; preparing ticket accountability reports
• Handle sensitive and confidential information with discretion

Qualifications:

The successful candidate must be highly motivated and exhibit a high degree of professionalism and initiative. A proven track record of exercising discretion and independent judgment, while managing confidential information, is required. The successful candidate must also be willing to work in a team environment, manage multiple priorities, and have demonstrated success interacting effectively with members of senior management. Excellent computer skills including Microsoft Office 365 is required and knowledge of Penn State's System for Integrated Management, Budgeting, and Accounting (SIMBA), SAP Concur, and LionSpace (or similar software systems) desired.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; Relevant education accepted in lieu of experience
Required Certifications:
None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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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