Administrative Assistant

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

Benefits offered by this job

75% tuition discount

Hybrid work arrangement

Job summary

Penn State University’s Department of Animal Science seeks an Administrative Assistant to serve as the front desk coordinator and primary contact for departmental communications. The role supports staff and management with a variety of administrative tasks to ensure efficient operations.

You will update the department’s website and bulletins, post to social media, assist with events and projects, and prepare materials for newsletters and external communications.

Qualifications

• GED or HS diploma required.
• Minimum 2 years of relevant administrative experience.
• No professional certifications required.

Responsibilities

• Serve as front desk coordinator and primary contact for inquiries.
• Manage departmental website, bulletins, and social media updates.
• Coordinate events and cross-team logistics.
• Prepare materials for newsletters and external communications.
• Greet visitors and route inquiries.
• Manage conference rooms, keys, parking and fleet reservations.
• Provide general administrative support and solve equipment issues.

Skills

Administrative support

Front desk

Website updates

Social media

Customer service

Education

GED/HS diploma

Job description

POSITION SPECIFICS

The Department of Animal Science is seeking to fill an Administrative Assistant position that will serve as the front desk coordinator and general administrative support person acting as the primary point of contact for departmental website and social media communications, visitors and inquiries, and department conference room and equipment use; as well as, provide administrative support to ensure the efficient operation of the Department by assisting staff and management with a variety of administrative tasks.

Responsibilities include the following:

• Serve as liaison with Finance Hubs to initiate and monitor financial transactions. Collect and organize documentation for purchasing card reconciliation and expense processing; upload receipts, invoices, and supporting documentation into University systems for review and approval.

• Update and maintain Department website, bulletins, and other informational directories. Gather information, coordinate, and regularly post to Department social media sites and electronic informational display boards/monitors within departmental buildings.

• Assist with the planning and coordination of events and moderately complex projects, including space reservations, itineraries, materials preparation, vendor communications, meal planning, and cross-team logistics.

• Assist with preparing materials for departmental and college newsletters, internal and external communications. Draft, review, and distribute internal and external correspondence and reports.

• Serve as primary point of contact for visitors, students, faculty, staff, and external partners. Greet visitors, provide information, and route inquiries as appropriate.

• Serve as the administrative contact for Department conference rooms, equipment, and OPP work orders for building and/or administrative offices/facilities. Main point of contact for keys, parking, and fleet reservations.

• Provide general administrative support, including coverage of staff absences, mail and packages, office ordering and inventory, and problem resolution with office equipment, while ensuring efficient workflow and adherence to institutional policies and procedures.

This position offers a flexible work arrangement that combines 2 days remote and 3 days required on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

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.

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