Administrative Assistant - PennTAP

POSITION SPECIFICS

The Pennsylvania Technical Assistance Program (PennTAP) within the Office of Entrepreneurship and Commercialization is currently seeking an Administrative Assistant (Intermediate Support OR Senior Support level) to join our team.

The mission of PennTAP is to provide Pennsylvania companies with technical assistance and access to Penn State's faculty and students in order to solve business challenges, fitting strategically under the land grant mission of Penn State.

We are looking for a well‑rounded professional who will thrive in a collaborative work environment and contribute to PennTAP’s success by supporting, monitoring, and growing the services offered for small businesses seeking assistance from Penn State.

Provide office management, maintain calendars of the Director and all staff throughout the Commonwealth, independently draft correspondence to office inquiries, make referrals to resource partners across the state, participate in staff and team meetings, capture action items and prepare minutes, maintain files and databases. This position will be the main office resource for all external communication and reports to ensure completeness, accuracy, proper grammar and formatting.

Coordinate meeting logistics including scheduling, material preparation and agendas.

Assist with collection of client data and prepare reports. Develop working knowledge of multiple databases including Constant Contact, Executive Pulse (the DCED Statewide CRM Program), and Salesforce. Enter new data, maintain existing client data, and create reports as needed. Develop mastery of developing Salesforce reports.

Assist with monthly webinar series, coordinate print orders, manage collateral inventories, order promotional materials, support regional and statewide workshops and other events, and assist marketing staff with support as needed. Assist with the development of PowerPoint presentations. Process leads and prospects that come in via website or phone.

Provide financial support to ensure efficient workflow and processes, processing financial transactions in SIMBA, Lion Marketplace, SAPConcur, etc. Maintain inventories and purchase office supplies, complete registrations/memberships/certifications as needed. Process work orders, complete fleet/travel reservations and registrations for events for all staff, assist with budget preparation. Follow financial policies, prepare all expense reports, process PO and Non‑PO invoice requests and submit confirmations, request and terminate purchasing cards, submit contracts to Procurement Office for review/payment.

Direct and oversee projects for a work study student, provide guidance for completing projects to the work study student. Review and approve timecards in Work Day.

Proficient use of Microsoft Office products (Word, Excel, PowerPoint, SharePoint, Teams, etc.) is required, and other software including SIMBA (or any financial system), SAPConcur (travel and expense reimbursement system), Salesforce and Qualtrics is highly preferred.

The successful candidate will also have the following:

• Excellent interpersonal, organizational skills, and attention to detail
• Dedication to and understanding of the skills required to build relationships with diverse communities
• Demonstrated commitment to diversity, equity, and inclusion
• Strong proofreading, written/oral communication and customer service skills
• The ability to work on several tasks at once, while prioritizing appropriately in a fast‑paced environment
• Demonstrated ability to take initiative, self‑motivate and work both independently and as part of a team
• Commitment to professional development, learning and being mentored

PennTAP is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

Senior Support
:
Associate Degree, 4+ years of relevant…