Administrative Assistant - Research Office; Hybrid

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 Office of General Counsel (OGC) is seeking a friendly, organized, and detail-oriented Administrative Support Assistant to join our team. This position plays an important role in supporting the daily operations of the office and serves as a first point of contact for both visitors and callers. The ideal candidate will enjoy working in a collaborative environment, take pride in providing excellent service, and handle sensitive and confidential information with care and discretion.

This is an in-person position that will require being in the office Monday through Friday.

The successful candidate will be responsible for the following:

• Greeting customers, providing information, and referring as appropriate;
  Screening and processing routine telephone communications, mail, and requests.
• Coordinating and managing complex attorney calendars including scheduling meetings via Zoom and Microsoft Teams, ensuring seamless logistics and monitoring calendars to prevent double bookings
• Processing incoming and outgoing mail/deliveries including receipt of subpoenas and other high priority legal documents
• Maintaining confidential and sensitive information and materials
• Supporting the processing of outside law firm invoices, including monitoring incoming emails, and data entry
• Facilitating the execution of agreements and document signatures for attorneys and leadership
• Overseeing reservations and preparation of the OGC conference room and other in-person meetings, ensuring readiness of equipment and materials including catering
• Coordinating travel arrangements, making reservations, and processing reimbursements
• Maintaining inventory and order/purchase office supplies;
  Arrange for equipment maintenance;
  Process work orders for facilities repairs/needs.

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 Office of General Counsel (OGC) is seeking a friendly, organized, and detail-oriented Administrative Support Assistant to join our team. This position plays an important role in supporting the daily operations of the office and serves as a first point of contact for both visitors and callers. The ideal candidate will enjoy working in a collaborative environment, take pride in providing excellent service, and handle sensitive and confidential information with care and discretion.

This is an in-person position that will require being in the office Monday through Friday.

The successful candidate will be responsible for the following:

• Greeting customers, providing information, and referring as appropriate;
  Screening and processing routine telephone communications, mail, and requests.
• Coordinating and managing complex attorney calendars including scheduling meetings via Zoom and Microsoft…