Administrative Support Assistant

Position Overview

The Student Affairs-HUB-Art Galleries is seeking an Administrative Assistant – Support to join their team. The role supports the general administrative functions of a wide variety of academic or administrative units, including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data, including budgetary expenditures; and providing general office support.

• Plan, organize, and coordinate daily office activities and administrative processes
• Provide general office support, ensuring efficient workflow and adherence to institutional policies
• Create, organize, and maintain files, records and databases
• Greet visitors and provide information; review, respond to, and appropriately direct inquiries
• Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
• Compose, review, and distribute internal and external communications
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling travel arrangements
• Coordinate meeting logistics, including agenda development and preparation of materials
• Review, edit, and format reports, presentations and correspondence
• Collect and organize data, including budgetary and operational information
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with budget preparation and projections
• Initiate financial transactions, reimbursements and budget revisions, per policies
• Maintain inventory and order office supplies
• Support and coordinate meetings, workshops and special events; reserve spaces, develop itineraries, prepare materials and coordinate across teams
• Serve as a point of contact for vendors and event stakeholders
• Respond to inquiries and issues while ensuring compliance with unit and university policies
• Handle sensitive and confidential information with discretion
• May supervise staff members, including hiring, training, development, and performance management

General Equivalency Diploma (GED) or High School Diploma. No prior relevant work experience required; prior relevant work experience accepted in lieu of education. Required certifications:
None.

Employment will require successful completion of background checks in accordance with University policies. Applicants must be authorized to work in the United States.

The salary range for this position, including all possible grades, is $34,800 to $50,500.

Salary Structure:
Information on Penn State’s salary structure.

Penn State provides a competitive benefits package for full-time employees, including medical, dental, and vision coverage; robust retirement plans; substantial paid time off; and a 75% tuition discount available to employees and 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.