Administrative Assistant

Penn State University; United States; Remote; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University in the United States seeks an Administrative Assistant (Intermediate Support) to provide essential administrative and operational support for the Department of Food Science. This role acts as a liaison with faculty, staff, students, and external stakeholders, handling financial transactions and payroll-related tasks.

The position covers seminars, events, front office duties, and departmental communications, with emphasis on accuracy, discretion, and customer service.

Qualifications

• Strong interpersonal, written, and verbal communication are required.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while contributing as part of a team.
• Experience with university systems and confidential information handling.

Responsibilities

• Serve as a liaison between the department and university financial hubs using university systems and ServiceNow.
• Prepare reconciliations, travel expense reports, non-catalog POs, and procurement requests.
• Enter wage updates and manage part-time job requisitions in Workday.
• Coordinate seminars, meetings, events, and department programs.
• Provide front office support and professional customer service to stakeholders.

Skills

Strong interpersonal communication

Excellent organizational skills

Multitasking / prioritization

Independent worker / team contributor

Clear written and verbal communication

Education

GED or HS diploma

Tools

Workday

PSUbuy

ServiceNow

SAP Concur

SIMBA

Job description

POSITION SPECIFICS

The Penn State Department of Food Science in the College of Agricultural Sciences is seeking an energetic, organized, and service-oriented Administrative Assistant (Intermediate Support) to join our team. This position provides essential administrative and operational support to the department and serves as an important liaison between faculty, staff, students, University service centers, and external stakeholders.

KEY RESPONSIBILITIES

Financial and Administrative Support

• Serve as a liaison between the Department of Food Science and University financial service hubs by initiating and processing routine financial transactions through university systems and ServiceNow.
• Prepare and submit purchasing card reconciliations, travel expense reports, non-catalog purchase orders, and Procurement Assistance Requests.
• Initiate invoices and provide administrative support for financial transactions associated with departmental service centers, including the Sensory Evaluation Center and the E. coli Reference Center.
• Collect, organize, and maintain financial and operational records to support departmental reporting and administrative activities.
• Ensure transactions and administrative processes are completed accurately and in accordance with university policies and procedures.

Part-Time Employment and Payroll Support

• Coordinate the creation, posting, and maintenance of part-time job requisitions in Workday.
• Work with supervisors to gather position information, monitor hiring activity, and facilitate updates to job postings.
• Assist with the administrative components of the hiring and onboarding process, including moving candidates through appropriate stages and tracking new-hire activities.
• Enter wage updates and terminations in Workday as needed.
• Maintain accurate records of wage-payroll appointments, with particular attention to appointments charged to sponsored funding.

Seminars, Events, and Departmental Programs

• Provide administrative and logistical support for departmental seminars, meetings, workshops, and special events.
• Coordinate travel arrangements and itineraries for seminar speakers and other visitors.
• Arrange refreshments and hospitality items and assist with event logistics.
• Create seminar flyers and promotional materials and distribute weekly seminar announcements and reminders.
• Coordinate with faculty, staff, students, vendors, and other stakeholders to support successful departmental programs.

Office Operations and Purchasing

• Manage departmental office supply inventory by monitoring usage, maintaining organized storage areas, and ordering supplies through PSUbuy.
• Evaluate routine office supply needs and coordinate purchasing activities to support efficient and cost-effective operations.
• Maintain organized departmental records, files, and administrative information.
• Provide general administrative support to promote an efficient and professional office environment.

Departmental Communications and Social Media

• Develop, create, and maintain content for departmental social media platforms, including Facebook, LinkedIn, and Instagram.
• Collaborate with department leadership and faculty to promote departmental programs, events, student achievements, research accomplishments, and other initiatives.
• Prepare and distribute timely communications and promotional materials that support departmental outreach and engagement.

Customer Service and Front Office Support

• Serve as a primary point of contact for visitors, faculty, staff, students, and external stakeholders.
• Provide professional front-desk coverage by greeting visitors, answering and directing telephone calls, distributing incoming mail and packages, and responding to general inquiries.
• Appropriately direct questions and requests to the appropriate departmental or University resource.
• Provide exceptional customer service while handling sensitive and confidential information with discretion.

Additional Responsibilities

• Maintain current knowledge of university systems, policies, procedures, and processes relevant to assigned responsibilities.
• Pursue professional development opportunities to expand knowledge and skills and better support the department, College, and University.
• Participate on departmental committees and assist with special projects as requested.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS

• Strong interpersonal, written, and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to work independently while contributing effectively as part of a team.
• Ability to interpret and communicate information clearly and accurately.
• Intermediate problem-solving skills and the ability to apply established policies and procedures to routine administrative situations.
• Commitment to providing professional and responsive customer service to a diverse group of faculty, staff, students, and external stakeholders.
• Ability to handle confidential and sensitive information appropriately.

PREFERRED QUALIFICATIONS

• Experience working in a higher education or complex administrative environment.
• Experience with financial transactions, purchasing, travel reimbursements, or budget-related activities.
• Experience with Workday or other human resources/payroll systems.
• Experience supporting events, seminars, meetings, or departmental programs.
• Experience managing social media or other departmental communications.
• Experience with Penn State systems such as Workday, Worklion, SIMBA, SAP Concur, PSUbuy, and ServiceNow.
• Proficiency with Microsoft Office and Adobe applications.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience
• Required 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.