Administrative Assistant, Campus Recreation

Penn State University; University Park (TX); On-site; USD 49,000 - 71,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University is seeking an Administrative Assistant – Supervisor to manage administrative and operational functions for Campus Recreation. The role reports to a Senior Director and oversees staff, onboarding, scheduling, budgets, and communications across multiple sites.

Ideal candidates will have an Associate Degree and 4+ years of relevant experience, with proficiency in Microsoft Teams, Workday, and SAP Concur.

Qualifications

• Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted.

Responsibilities

• Plan, organize, support, and coordinate daily office activities and administrative processes.
• 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 administrative functions.
• 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.
• Coordinate meeting logistics, including scheduling, agenda development, and materials preparation.
• Support and coordinate meetings, workshops, and special events; reserve spaces and coordinate cross-team work.
• Coordinate full-time interview logistics and onboarding procedures for new full-time employees.
• Supervise full-time and part-time staff, 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.

Skills

Interpersonal skills

Organizational skills

Communication skills

Multitasking

Education

Associate Degree

Tools

Microsoft Teams

Workday

SAP Concur

Job description

POSITION SPECIFICS

Campus Recreation is looking for an experienced and dynamic Administrative Assistant – Supervisor to join our team. Under the supervision of the Senior Director for Campus Recreation, the position will manage administrative and operational functions of the Department.

Job Responsibilities:

• 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:

• 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 your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks. 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 $49,188.00 - $71,340.00. 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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PA State Labor Law Poster Penn State Policies Copyright Information Hotlines There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.