Administrative Assistant

Penn State; State College (Centre County); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

Tuition discount

Job summary

The Applied Research Laboratory at Penn State University in State College, PA seeks an Administrative Assistant- Intermediate Support to maintain day-to-day operations, coordinate facilities, events, travel and purchasing, and support faculty, staff and students.

Ideal candidates have strong organization, MS 365 skills, and experience with travel arrangements, calendar management, and expense reporting. This in-person role offers stability and opportunities within a large university environment.

Qualifications

• GED or HS required with 2+ years of relevant experience.
• Experience coordinating facilities, travel, or procurement is a plus.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate departmental facility projects and liaise with facilities offices and external contractors.
• Assist with inventory of capital equipment and property in coordination with OPP Property Management.
• Partner with research staff on facility projects and with CHHD ISS for space and equipment needs.
• Assist with departmental resource ordering and acquisition (furniture, shared-space tech, branding).
• Support alumni coordinator with promotion and event organization.

Skills

Organization

MS 365

Travel planning

Calendar management

Communication

Interpersonal skills

Problem solving

Collaboration

Education

GED or HS

Tools

SAP Concur

Job description

**POSITION SPECIFICS**The College of Health and Human Development- Department of Kinesiology is seeking an Administrative Assistant- Intermediate Support. The Administrative Assistant plays a critical role in supporting the Department of Kinesiology, ensuring smooth day-to-day operations through effective coordination of facilities, events, travel, and financial processes. This position requires a highly organized, proactive, and collaborative professional who can manage multiple priorities, solve problems efficiently, and communicate effectively across teams. By providing essential administrative support, this role enables faculty, staff, and students to focus on advancing the department’s mission.**LOCATION**This position is based in State College, PA, at the University Park campus and requires regular weekly on-campus presence. Due to the nature of the work, this role is fully in-person.**KEY RESPONSIBILITIES*** Coordinate departmental facility projects, including submitting requests, monitoring progress, and liaising with the HHD Facilities Office, OPP, Renovation Services, EHS, and external contractors.* Assist with inventory of capital equipment and property in coordination with the department research manager (OPP Property Management and Capital Equipment Audits).* Partner with research staff on facility projects.* Assist with departmental resource ordering and acquisition, including furniture, shared-space technology, classroom technology, branding, and signage, in coordination with CHHD ISS.* Provide administrative support to the alumni coordinator, including promotion and event organization.* Coordinate weekly seminars, including lectures, speakers, travel arrangements, itineraries, and management of receipts.* Reconcile purchasing card transactions, review receipts, and provide guidance on proper use.* Manage travel arrangements and expense reporting, ensuring compliance with University policies using SAP Concur and other systems.**QUALIFICATIONS / SKILLS*** Strong organizational skills with the ability to manage multiple priorities and deadlines.* Proficiency with Microsoft 365 tools, including SharePoint, OneDrive, Outlook, Word, Excel, and Teams.* Experience with travel arrangements, calendar management, and meeting coordination.* Familiarity with SAP Concur or similar expense tracking platforms.* Excellent interpersonal, communication, and problem-solving skills, with the ability to collaborate effectively across departments. **MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS**General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; Relevant education accepted in lieu of 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.