Administrative Assistant, Campus Recreation

Penn State University; State College (Centre County); On-site; USD 42,000 - 62,000; Full time

Job summary

Penn State University in Centre County, PA, seeks an experienced office administrator within Campus Recreation to plan, organize, and coordinate daily activities and processes. You will support budgets, records, and communications while ensuring policy compliance and efficient workflows.

The role involves supervising staff, coordinating interviews and onboarding, and collaborating across teams on events and training initiatives, with a strong emphasis on professionalism and discretion.

Qualifications

• Associate degree required.
• 4+ years of relevant experience or equivalent.
• Experience with university administrative processes preferred.

Responsibilities

• Plan, organize, and coordinate daily office activities within Campus Recreation.
• Create, organize, and maintain files, records, and databases.
• Coordinate full-time interview logistics and onboarding procedures.
• Supervise full-time and part-time staff, including hiring and performance management.
• Manage calendars, meetings, and travel arrangements; prepare materials for meetings.

Skills

Independent work

Communication skills

Multitasking

Attention to detail

Team leadership

Education

Associate degree

Tools

Microsoft Teams

Workday

SAP Concur

Job description

Position Specifications

• Plan, organize, support, and coordinate daily office activities and administrative processes within Campus Recreation
• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
• Create, organize, and maintain files, records, and databases utilizing Microsoft Teams
• Collect and organize data, including budgetary and operational information
• Refine, maintain, and implement business processes and procedures to improve the administrative functions of the multi-location Department
• Maintain inventory and order office supplies
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling and travel arrangements
• Support professional development and oversee coordination of functions such as seminars, workshops, and conferences, including travel, lodging, meals, etc.
• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, coordinate work across teams
• Coordinate full-time interview logistics, prepare interview itineraries, ensure compliance with confidential hiring procedures
• Assist with onboarding procedures for new full-time employees
• Supervise full-time and part-time staff members, including hiring, training, development, and performance management
• Compose, review, and distribute internal and external communications
• Serve as a point of contact for vendors and event stakeholders
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with area budget projections
• Initiate financial transactions and reimbursements in accordance with policies
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
• Actively participate in Department-wide initiatives, committees, and work teams

Preferred Qualifications

Experience with Microsoft Teams, Workday, and SAP Concur is preferred.

Skills & Competencies

• This position requires independent work on complex assignments while exhibiting a high degree of professionalism, discretion, and independent judgment.
• Review progress on projects and update the Senior Director as appropriate.
• Excellent interpersonal, organizational, and communication (oral and written) skills are essential.
• Must be able to manage multiple priorities to meet deadlines.
• Attention to detail and good judgment are vital requirements.
• The successful candidate will have the willingness to lead and work in a team-based environment, as well as an eagerness to support and engage with all departmental and Student Affairs initiatives and efforts.
• The ability to foster a positive climate among a diverse group of staff, student employees, and participants is essential.

About Campus Recreation

Campus Recreation is a department within the Division of Student Affairs that provides recreation and wellbeing programs to the campus community through operation and administration of the following:

Intramural Building

McCoy Natatorium

Stone Valley Recreation Area

Tennis Center

White Building

Hepper Fitness Center

Aquatics

Athletic Training

Club Sports

Fitness and Wellbeing

Intramural Sports

Outdoor Adventures

Department Overview

Campus Recreation is comprised of more than 40 full-time staff and more than 700 student staff members.

Minimum Education, Work Experience & Required Certifications

Associate Degree

4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications:

None

Background Checks/Clearances

Employment with the University will require successful completion of background check(s) in accordance with University policies. This position requires that you operate a motor vehicle as a part of y