Administrative Assistant

Penn State University; Northern (KY); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University Park is hiring an Administrative Assistant to oversee daily operations for the AESE and NERCRD centers. The role requires device of budget tracking, grant administration, meeting coordination, and strong policy knowledge across university systems.

The position offers a hybrid schedule, requiring adaptation to campus and regional meetings, with emphasis on collaboration and accurate expense processing under sponsor guidelines.

Qualifications

• General Equivalency Diploma (GED) or High School (HS).
• 2+ years of relevant experience.
• Knowledge of University, sponsor and departmental policies, procedures and systems (SIMBA, Workday, SAP Concur and SIMS).
• Ability to track and coordinate multiple projects.

Responsibilities

• Monitor grants to ensure spending and expenses are processed accurately; prepare quarterly and yearly financial reports for sponsor and Board of Directors; assist with preparing grant applications, including the annual Center grant.
• Maintain records and assist with budget projections; ensure expenses are charged to the correct budget(s).
• Work independently and with team to ensure compliance with policies; coordinate meetings and workshops in various locations.
• Review contracts and coordinate all meeting logistics with vendors, travel arrangements and supporting paperwork.

Skills

Policy knowledge

Budget coordination

Independent work

Team collaboration

Education

GED or HS

Tools

SIMBA

Workday

SAP Concur

SIMS

Job description

## Administrative AssistantApplylocations: Penn State University Parktime type: Full timeposted on: Posted Todayjob requisition id: REQ\_0000080657# **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 12 months; continuation past 12 months will be based on university need, performance, and/or availability of funding.### **POSITION SPECIFICS**The **Department of Agricultural Economics, Sociology, and Education (AESE)** and the **Northeast Regional Center for Rural Development (NERCRD)** in the **College of Agricultural Sciences** is seeking an **Administrative Assistant** to oversee and perform daily operations for the Center and initiate expenses for the Department of AESE. The NERCRD is located within AESE, and this position will assist both areas.**NERCRD duties include:*** Monitor grants to ensure spending and expenses are processed accurately; prepare quarterly and yearly financial reports for sponsor and Board of Directors; and assist with preparing grant applications, including the annual Center grant.* Maintain records and assist with budget projections.* Ensure that all expenses are charged to the correct budget(s).* Work independently and with team to ensure compliance with College, University and sponsor policies, including being knowledgeable and up to date on processes and procedures.* Work with partners, internal and external to university on specifics of support payments-expense details, subcontract, consultant, travel, supplies, salary, etc.* Schedule and coordinate multiple monthly conference calls, taking and distributing minutes.* Coordinate occasional (1-2 annually) meetings and workshops in various locations and formats throughout the Northeast.* Reserve meeting space, hotel rooms, and technical/IT support.* Assist project colleagues with logistics and preparation for conferences/meetings/workshops/webinars.* Review hotel/conference center contracts.* Work with procurement office, PSUbuy to execute/authorize contract agreements, authorize deposits and fulfill payment of final meeting invoices;* Coordinate all aspects of the meeting with hotel manager.* Correspond with stakeholders, speakers and guests for meeting attendance, lodging accommodations, travel arrangements and other required paperwork.* Help to prepare agendas, presentations, and handouts for meetings.* Maintain positive relationships with NERCRD Board of Directors and Technical Advisory Committee members, Regional Rural Development Center faculty and staff, faculty and staff within the College of Agricultural Sciences.**AESE duties include:*** Work as part of a team to initiate SAP Concur reports, purchase orders, non-purchase orders, invoices and deposits for faculty, staff, and graduate students.**Qualifications:*** Knowledge of University, sponsor and departmental policies, procedures and systems-SIMBA, Workday, SAP Concur and SIMS-are necessary.* Ability to track and coordinate multiple projects is required.* Ability to work well independently and also to function effectively in a team setting.This position works a hybrid schedule both remotely and on-campus. **MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS**General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experienceRequired Certifications:None### **BACKGROUND CHECKS/CLEARANCES**Employment with the University will require successful completion of background check(s) in accordance with University policies.### Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. **SALARY & BENEFITS**The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00. Salary Structure - Information on Penn State's salary structure Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.**CAMPUS SECURITY CRIME STATISTICS**Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.**EEO IS THE LAW**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. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.