Administrative Assistant - Office of Budget and Finance

Position specifics

The Office of Budget and Finance is looking for an experienced and dynamic Administrative Assistant to join our team. Under the supervision of the Executive Assistant, the position will manage the administrative and operational functions of the Department.

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.

The typical work week for this position is Monday - Friday, 8:00am - 5:00pm. This position offers a flexible work arrangement that combines remote and on-campus work. Typically will work remote 1 day per week and in office 4 days per week. Questions related to flexible work should be directed to the hiring manager during the interview process.

• Plan, organize, support, and coordinate daily office activities and administrative processes
• Create and maintain files and databases utilizing Microsoft Teams
• Maintain inventory and order office supplies
• Provide support for scheduling, personal calendars, and travel arrangements
• Process confidential payments and track incoming checks
• Coordinate meeting logistics, including scheduling, material preparation, and agendas
• Greet visitors and provide information; review, respond to, and direct inquiries
• Compose, review, and distribute internal and external communications
• Provide back up and assistance to the Executive Assistant by performing non-routine and confidential administrative duties, and proxy responsibilities as authorized
• Act as back up office Representative for Facilities Coordinator, Safety Coordinator, and Parking Chair
• Actively participate in Department-wide initiatives, committees, and work teams

• A candidate that is discreet and understands the importance of privilege to confidential information, documents, files, and situations
• Able to work independently on complex assignments while exhibiting a high degree of professionalism, discretion, and judgment
• Excellent interpersonal, organizational, and communication (oral and written) skills
• Able to manage multiple priorities to meet deadlines
• Strong attention to detail and the ability to prioritize
• Willingness to lead and work in a team‑based environment as well as an eagerness to support and engage with all departmental initiatives and efforts
• Ability to foster a positive climate among a diverse group of staff, student employees, and participants

• Microsoft Teams
• Workday

For Administrative Assistant – Senior Support:
Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience. No required certifications.

For Administrative Assistant – Intermediate Support:
General Equivalency Diploma (GED) or High School (HS) and 2+ years of relevant experience; or an equivalent combination of education and experience. No required certifications.

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of staff employment Visa. Applicants must be authorized to work in the U.S.

The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.

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.

Penn State is an equal opportunity 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 .

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive.