Administrative Assistant

Penn State University; University Park (TX); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Retirement plans

Paid time off

Job summary

Penn State University, located on campus with a hybrid schedule, is seeking an Administrative Assistant for AESE/NERCRD to oversee daily operations, manage expenses, and support grant-related activities.

Responsibilities include coordinating meetings, handling budgets, and ensuring compliance with university policies. The role requires strong coordination across departments and external partners, with emphasis on attention to detail and effective communication.

Qualifications

• Ability to track and coordinate multiple projects.
• Ability to work well independently and also to function effectively in a team setting.

Responsibilities

• 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 with partners, internal and external to university on specifics of support payments, 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.

Skills

Multi-project coordination

Independent work

Team collaboration

Education

GED or HS

Tools

SIMBA

Workday

SAP Concur

SIMS

Job description

POSITION SPECIFICS

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.

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.

Required Qualifications:

• Ability to track and coordinate multiple projects is required.
• Ability to work well independently and also to function effectively in a team setting.

Preferred Qualifications:

• Knowledge of University, sponsor and departmental policies, procedures and systems‑SIMBA, Workday, SAP Concur and SIMS is preferred.

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 experience; Relevant education accepted in lieu of 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 o