Administrative Assistant, Northampton

POSITION SPECIFICS

Penn State Extension in Northampton County is seeking a detail-oriented Administrative Assistant to serve as Office Manager and provide comprehensive office management, financial oversight, and program support. This role ensures smooth daily operations and supports key initiatives including the 4-H, Master Gardener, and Master Watershed programs.

• Manage financial accounts in compliance with Penn State accounting procedures, including budget monitoring, expenditure processing, receipting, bank deposits, and reconciliation.
• Serve as purchasing agent for office supplies and publications; maintain office equipment.
• Act as primary liaison for internal and external contacts; provide front-line customer service and general office support.
• Coordinate scheduling for staff, educators, and departmental meetings; manage calendars and appointments.
• Support program promotion by assisting educators with flyers, brochures, media releases, and publication management.
• Maintain and update CRM databases (Salesforce); assist with communications and volunteer management.
• Track volunteer clearances and hours; must have experience with Connect (Master Gardener and Master Watershed) and Zsuites (4-H).
• Assist with planning and setup of workshops, classes, and special events; manage meeting space logistics and security requirements.
• Support social media and website communications (Facebook, PLONE, Twitter); draft and distribute press releases for Extension programs.

Required:

• Proven administrative experience, preferably in an educational or nonprofit setting.
• Knowledge of Penn State systems or similar systems (SAP Concur, SIMBA, Workfront, Service Now) and procedures and Extension programming and operations is required.
• Strong organizational, communication, and customer service skills.
• Experience with CRM platforms, especially Salesforce.

Preferred:

• Proficiency in social media and basic graphic design tools is desirable.

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience;
Relevant education accepted in lieu of experience

Required

Certifications:

None

• PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, Federal (FBI) Fingerprint Criminal Background Check, and the National Sex Offender Registry Clearance (NSOR). Additional clearances may be necessary if you resided outside of Pennsylvania in the past five years.
• Position requires operating a motor vehicle; a valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks.
• Applicants must be authorized to work in the U.S.;
  Penn State does not sponsor visas.

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.

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…