Administrative Assistant: Scheduling, Budgets & Events

United States, Pennsylvania, University Park

• 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.

POSITION SPECIFICS

The Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative units; including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data including budgetary expenditures; and providing general office support.

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit
• Greet visitors and provide information; review, respond to, and direct inquiries
• Provide support for scheduling, personal calendars, and travel arrangements
• Coordinate meeting logistics including scheduling, material preparation, and agendas
• Compose, review, and distribute internal and external communications
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals
• Create and maintain files and databases
• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections
• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs
• 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 direct the work of other support staff, students, and wage payroll personnel

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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.

POSITION SPECIFICS

The Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative units; including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data including budgetary expenditures; and providing general office support.

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit
• Greet visitors and provide information; review, respond to, and direct inquiries
• Provide support for scheduling, personal calendars, and travel arrangements
• Coordinate meeting logistics including scheduling, material preparation, and agendas
• Compose, review, and distribute internal and external communications
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals
• Create and maintain files and databases
• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections
• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders…