Administrative Assistant, Institute Disability Empowerment and Advocacy - Education

Position: Administrative Assistant, Institute for Disability Empowerment and Advocacy - Education
Administrative Assistant, Institute for Disability Empowerment and Advocacy - Education

Salary: $30.22 per hour
Benefits:
Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents. Details .edu/benefits

Location:

Education
Position Status:
Full-time (35 hours perweek)

Hours:

Varied
Position Number: 002684/30-484
FLSA Status:
Non-exempt

POSITION SUMMARY:

The Administrative Assistant provides high-level administrative and event planning support toensure the smooth operation of the department's daily activities and specialinitiatives. This position coordinates meetings, events, and logistics while managing communications, schedules, and documentation for leadership and team members. The Administrative Assistant serves as a central point of contact for internal and external partners, ensuring professional and efficientinteractions. The role requires strong organizational, communication, and problem-solving skills to balance administrative responsibilities with the coordination of events that advance the department's goals and visibility.

The Administrative Assistant provides essentialadministrative and event planning support for the newly established Institute for Disability Empowerment and Advocacy. As the Institute launches programs,partnerships, and community initiatives, this dedicated role is needed to coordinate logistics, manage communications, and ensure smooth execution ofevents and daily operations. The Administrative Assistant will play a key rolein building the Institute's infrastructure, supporting its leadership, and creating welcoming, accessible experiences that reflect the Institute's mission and values.

DUTIES AND RESPONSIBILITIES:

Event Planning and Coordination:
Plans, organizes, and executes events, meetings, and programs for the Institute for Disability Empowerment and Advocacy (IDEA), including conferences, community gatherings,workshops, and lectures. Manages event logistics such as scheduling, venuereservations, catering, accessibility accommodations, and vendor coordination to ensure smooth, inclusive, and high-quality experiences.

Administrative and Office Support:
Provides comprehensive administrative support to the Executive Director and Institute staff, including scheduling meetings, managing calendars, preparing correspondence, maintaining records, and processing expense reports. Ensures the efficient operation ofdaily office functions and serves as the primary contact for internal and external inquiries.

Budget and Purchasing Assistance:
Monitors event and officebudgets, tracks expenditures, and assists with purchasing, vendor payments, and financial documentation in coordination with the University's finance system sand policies.

Data and Reporting Support:
Assists in collecting and maintaining data related to events, attendance, and community engagement activities. Supports preparation of reports, summaries, and documentation for internal and external use.

Performs additional tasks or special projects as needed tosupport the operations and mission of the Institute.

REQUIREMENTS:

Minimum qualifications:

High School Diploma or equivalent.

Valid PA Driver'slicense in good standing.

A minimum of three to five years ofrelated administrative and event planning experience is required, preferably in a higher education, nonprofit, or community-based organization. Experience should include coordinating logistics for meetings,programs, or special events; managing multiple priorities in a fast-paced environment; and providing direct administrative support to leadership orproject teams. Familiarity with budgeting, purchasing, and working with vendorsor external partners is essential.

Note:

Extensive administrative or event planning experience in a higher education, nonprofit, or community-based organization may be considered in place of formal education. Candidates who demonstrate strong organizational, communication, and project management skills, along with aproven ability to plan and execute complex events, manage logistics, and support senior leadership, may be deemed qualified based on equivalentprofessional experience.

Preferred qualifications:

Bachelor's degree an accredited institution

Experience in settings that value accessibility,collaboration, and community engagement is strongly preferred.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Event Planning and Coordination:
Strong ability to organize and execute events of varying scale,including meetings, workshops, and community programs; skilled in managing logistics, timelines, and vendor relationships.

Administrative and Organizational

Skills:

Excellent attention to detail with the ability to managecalendars, track expenses, maintain records, and coordinate multiple prioritiesefficiently.

Communication and…