Job Information
Pennsylvania State University Administrative Assistant in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Marketing and Communications team at Auxiliary and Business Services seeks a motivated and talented Administrative Assistant to join our team. You will assist with various moderately complex business and financial operations and directly support staff, students, and the University community.
Responsibilities include but are not limited to:
Provide support for scheduling, material preparation, calendars, and travel arrangements
Monitor the marketing budget and provide Prophix updates to the director
Preparation, processing, and submission of financial forms (e.g., travel reimbursements, purchasing card reconciliations, purchase orders, etc.)
Serve as receptionist for the main office: greet guests, answer emails for the department, aid or redirect as appropriate
Maintain office supplies, copier maintenance, and work orders
Create and maintain files and databases. Help to add metadata to our photograph repository
Plan, organize, support and coordinate daily office activities and administrative processes within the team, including monitoring Asana and team tasks
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
The Pennsylvania State University 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. In ABS, we make Penn State home to our University and its extended communities through exemplary people, service, quality, and financial stewardship. ABS represents kindness, creativity, and innovation. These qualities help us deliver exceptional service, leadership, and expertise to our communities. We invite you to come grow with us.
Education and Experience Requirements:
Requires a High School Diploma/GED or Vocational Training/Degree, plus two years of relevant work experience, or an equivalent combination of education and experience.
Preferred Experience/Skills:
Knowledge of Microsoft Office 365 systems (Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.)
Knowledge of standard office procedures
Excellent interpersonal and communication skills
Success in an office environment where organizational skills are crucial to be effective
Interest in learning job-related software, like Prophix financial software, etc.
Experience with higher education software systems such as Concur, SIMBA, 25 Live, OPP’s EZRequest, Asana
Ability to be detail-oriented
Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team
Demonstrates a genuine appreciation for working with diverse populations
Application Instructions:
For full consideration, applicants must submit a cover letter and resume with their application. Applications will be reviewed immediately and continue until the position is filled.
Additional Information:
Typical working hours are on-site, Monday through Friday, 8:00 am to 5:00 pm. This position may be considered for a flexible work arrangement that combines remote and on-campus work after a six-month on-site training period. Flexible work arrangements can be discussed after a six-month in-office training period.
Benefits Information:
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time (18 days per calendar year), sick time (12 days a year; accrued on a monthly basis) and paid holidays (13 per calendar year). Parking is nearby. Option to participate in ABS meal plan. Please visit https://hr.psu.edu/benefits for more detailed information.
The salary range for this position, including all possible grades is:
$38,300.00 - $55,500.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - 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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
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.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA