Administrative Assistant – Office Research and Graduate Education

Position: Administrative Assistant – Office for Research and Graduate Education
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 .This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.

POSITION SPECIFICS The Office for Research and Graduate Education (RGE) in the College of Agricultural Sciences is seeking an Administrative Assistant (Intermediate Support) to assist in facilitating and coordinating activities for the Senior Director of Research Development and Initiatives, to serve on the administrative team for the Pennsylvania Agricultural Experiment Station (AES), and to serve as back-up administrative support for the Associate Dean for Research Operations and Graduate Education.

The successful candidate will join the RGE Office as the first point of contact for walk-in guests at reception, provide assistance with calendar management, meeting preparation and logistics, and travel arrangements including reconciliation. As part of a 3-person team, this position will also share in the responsibilities of administering approximately one-half of the AES research project portfolio.

Primary responsibilities include but are not limited to:

Providing general office support, including serving as the initial point of contact for RGE at reception, handling mail, maintaining office inventory and replenishing office supplies.

Supporting the Senior Director of Research Development & Initiatives in coordinating and scheduling meetings and special events (ex. research symposia, seminars, outreach booths) and preparing materials for these activities.

Coordinating the screening, assembling, and formatting of materials submitted for the establishment of local, state, or nationally focused research projects under the AES.Preparing correspondence and responses to inquiries regarding the AES and assisting with the administrative life cycle of research projects.

Maintaining pertinent databases, including performing data entry, tracking research projects for the AES, and providing assistance with the development of reports.

Provide assistance and support for the development and production of print and digital publications to promote the college’s research enterprise, including updating the college research website, and assisting with the production of regular newsletters.

Required Qualifications:

The successful candidate must be highly motivated, organized, and detail-oriented while having professional written and verbal communication skills, excellent interpersonal skills, and a teachable spirit.

The staff member must be able to work as both a member of a team as well as independently when the supervisor and/or leadership is out of the office and must be able to answer questions and/or react appropriately to situations as they arise.

This position requires the ability to follow established processes and procedures as well as being able to develop and enhance current and new processes.

Experience and proficiency in Microsoft Office (Outlook, Word, Excel, Teams, SharePoint, One Drive), and Zoom is required.

Preferred Qualifications:

Preferred skills include familiarity with SIMBA, SAP Concur, Adobe Creative Suite, and File Maker.

Familiarity with the USDA National Reporting System (NRS) and the National Information Management and Support System (NIMSS).Work Arrangements:

This position requires the successful candidate to work in person, on campus.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED…