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Reference #: REQ_0000058076 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.

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JOB DESCRIPTION AND POSITION REQUIREMENTS: The Department of Political Science and School of Public Policy at Penn State are seeking an Administrative Assistant.

Reporting directly to the Administrative Support Group Supervisor, the primary duties of this position are to provide administrative support to each unit, with a variety of tasks that revolve around the day-to-day functions and needs of the faculty, staff, students, and visitors of the department and school.

Responsibilities include but are not limited to:

Serve as receptionist for the Administrative Support Group's main office: Greet guests, answer main phone lines for department and school, provide assistance or redirect as appropriate.

Sort and distribute mail, prepare daily mail slips for outgoing mail, receive and send packages.

Maintain office supplies and toner inventory. Place orders for replenishments as needed.

Oversee copiers to include troubleshooting, ordering replacement toner, add/remove users, and arrange for copier maintenance.

Provide assistance to other administrative team members in the preparation, processing, and submission of financial forms (e.g., travel reimbursements, purchasing card reconciliations, etc.)

Maintain computer inventory via Sassafras database, in coordination with Liberal Arts IT staff. Manage computer replacement schedules, assist in submitting helpdesk tickets. Assist in preparing the annual computer replacement plans for each unit.

Serve as lead contact for conference room scheduling and technology support for the department and school. Set up equipment for meetings and presentations, troubleshoot issues and/or arrange for support.

Create and maintain a shared events calendar.

Listserv creation and management. Distribution of department and school information and marketing materials for events, as needed.

Create and maintain department and school directories for electronic distribution to faculty, staff, and graduate students; update hallway directories and signage.

After training, the Administrative Assistant will frequently use Microsoft 365 applications, in addition to Sassafras in this role.

Benefits include (visit https://hr.psu.edu/benefits for more detailed information):

Medical, dental, vision, and retirement plans

75% tuition discounts (including for a spouse and dependent children up to the age of 26)

Generous vacation and sick time

15 paid holidays/campus closure days

Education and Experience: This position will be filled at the level of Support or Intermediate Support, depending on the final applicant's experience and education. The Support level requires a minimum of a High School Diploma/GED or Vocational Training/Degree, or an equivalent combination of education and experience.Additional education and/or experience are required for higher-level positions.

Other qualifications include:

Ability and willingness to learn job-related software

Ability to be detail-oriented

Excellent communication, interpersonal, and customer service skills

Ability to work with a high-level of professionalism both independently and as a member of a team

Demonstrates a genuine appreciation for working with diverse populations

In addition, successful candidates must either have demonstrated a commitment to building an inclusive, equitable, and diverse campus community, or describe one or more ways they would envision doing so, given the opportunity.

Application Instructions: To be considered, applicants should upload a cover letter and resume.

The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Penn State is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

The salary range for this position, including all possible grades is: $34,800.00 - $55,500.00

Salary Structure - additional information on Penn State's job and salary structure.

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.

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

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Penn State is an equal opportunity, affirmative action 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.