Administrative Assistant

Penn State University is seeking a full-time Administrative Assistant to support the administrative functions of various research projects. The role involves providing comprehensive administrative support, coordinating events, managing communication, and ensuring compliance with university policies.

Responsibilities

• Provide administrative support to multiple EPIS teams, including meeting coordination, office and facilities support, communication coordination, file maintenance, travel reimbursements, P-card reconciliation, training payments, and website/newsletter updates
• Initiate financial tickets within ServiceNow for a variety of financial transaction for multiple projects at the PRC
• Provide support for scheduling travel arrangements and processing reports
• Create and maintain files and databases including direct oversight of PROSPER files
• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures
• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
• May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes
• May interview, train, and have indirect oversight of the work of other support staff, students, and wage payroll personnel
• This position will also serve as the lead for reception, greeting and assisting visitors, customers, and staff, while providing general office support including preparing documents and reports, maintaining records, scheduling meetings, organizing information, and coordinating calendars

Skills

• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment
• Excellent attention to detail and ability to review documents for accuracy and policy compliance
• Demonstrated experience coordinating calendars, meetings, travel arrangements, and administrative workflows
• Strong communication and customer service skills with the ability to work collaboratively with faculty, staff, and students
• Proficiency with Microsoft 365 tools including Outlook, Word, Excel, Teams, SharePoint, and OneDrive
• General Equivalency Diploma (GED) or High School (HS)
• No prior relevant work experience required; previous relevant work experience accepted in lieu of education
• Employment with the University will require successful completion of background check(s) in accordance with University policies
• Applicants must be authorized to work in the U.S
• Experience with Penn State's core administrative systems or similar platforms is strongly preferred, including SIMBA (Penn State's SAP-based financial system), Workday (HRIS), PSUbuy (SAP-based procurement platform), Microsoft Office Suite, eSteward (gifts and endowments), and ServiceNow (incident tracking)
• Training and guidance will be provided for candidates who are eager to learn and grow in these areas

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• Generous 75% tuition discount, available to employees as well as eligible spouses and children

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