Administrative Assistant, College of Arts and Architecture

The Pennsylvania State University; Pennsylvania; Sur place; USD 41 000 - 59 000; Plein temps

Avantages offerts par ce poste

75% tuition discount

Résumé du poste

The Pennsylvania State University is seeking an Administrative Assistant in the College of Arts and Architecture to support admissions, academic affairs, budget operations, and events. This fast-paced role serves students, families, faculty, and staff while ensuring smooth office operations.

You will interact with multiple offices, process funding and records, and assist with special events such as commencement and scholarship exhibitions. A friendly, organized professional will thrive here.

Qualifications

• General budget and financial administration knowledge with ability to track expenses and maintain records.
• Administrative support experience in business, academic, or professional office settings.
• Ability to manage multiple priorities and work independently.
• Excellent written and verbal communication and customer service skills.

Responsabilités

• Admissions: serve as contact for prospective students, coordinate tours, maintain records, monitor SLATE.
• Academic Affairs & Award Stewardship: assist with funding programs and graduation statistics, track eligibility.
• Budget & Finance: reconcile expenses, collaborate with finance teams, manage travel reimbursements and payments.
• Special Events: assist with events logistics, room scheduling, registrations, catering, and signage.

Connaissances

Budget tracking

Administrative support

Multitasking

Communication skills

Customer service

Stakeholder relations

Proactivity

Adaptability

Formation

GED or HS diploma

2+ years experience

Outils

SAP Concur

ServiceNow

Microsoft 365

SIMBA

PSUbuy

Description du poste

Administrative Assistant, College of Arts and Architecture### Administrative Assistant, College of Arts and ArchitectureApply: Penn State University Park: Full time: Posted Today: REQ\\_0000082983# **APPLICATION INSTRUCTIONS:*** ## CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.* ## CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.* ## If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.### **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.**### **POSITION SPECIFICS**The Office of the Associate Dean for Academic Affairs and Undergraduate Education in the College of Arts and Architecture is seeking an **Administrative Assistant** to play a key role in advancing student success and supporting strategic initiatives.This position supports a wide range of functions, including undergraduate admissions, academic affairs, budget and finance operations, signature events, stewardship activities, and general front-line customer service.In this student-centered and fast-paced environment, the **Administrative Assistant** will confidently move between complex administrative responsibilities and public-facing interactions, serving as a trusted resource for students, families, faculty, staff, and other stakeholders while helping ensure the efficient operation of the office. # **Responsibilities include but are not limited to:** ## **Admissions:*** Serve as the point of contact for prospective students and their families, answering University and College specific admissions questions and responding to requests for more information.* Coordinate tours for prospective students and their families.* Collect and maintain prospective student records and related data.* Monitor SLATE (Penn State’s Admissions communications system), respond to requests for information, answer questions.## **Academic Affairs & Award Stewardship:*** Assist in administering undergraduate funding programs, including updating applications, responding to inquiries, reviewing applicant materials, and recording funding decisions.* Assist with compiling graduation statistics, track certificate program completers.* Support academic units in maintaining compliance with field trip policies, tracking trips on behalf of the Associate Dean, and maintaining current policy-related information.* Coordinate Student Marshal eligibility (for commencement) by tracking eligible students in the summer and fall and facilitating academic unit selections in the spring.* Assist with college-level stewardship: prepare the general scholarship application, collaborate with the college’s marketing team to promote the application to students, track responses, and pull eligibility data.* Assist in administering undergraduate funding programs, including updating applications, responding to inquiries, reviewing applicant materials, and recording funding decisions.* Schedule appointments for students with time-sensitive requests for financial assistance and maintain related records and data.## **Budget & Finance:*** Initiate expense and revenue reconciliation processes.* Serve as a point of contact for college and university finance teams as required.* Collaborate with colleagues, students, and guests to obtain required documentation for travel reimbursements, invoice payments, and honorarium processing.* Track submitted office expenditures and provided budget-related data and reports as needed in support of office budget forecasts.## **Special Events:*** Assist with day-of operations for key college-wide events.* Handle logistical planning components such as scheduling rooms, managing registrations, coordinating catering and giveaways, and preparing signage.* Gather necessary information for use in promotional campaigns for events; join collaborative efforts to initiate the campaigns.Key events the **Administrative Assistant** will support include the College’s Commencement, Golumbic Scholarship Exhibition, Spend a Summer Day, and Admitted Student Programs. # **Qualifications:*** Knowledge of general budget and financial administration practices, with the ability to accurately track expenses, maintain records, and support financial transactions* Experience providing administrative support in a business, academic, or professional office setting* Proven ability to manage multiple priorities and work independently* Effective written and verbal communication skills* Excellent interpersonal skills; demonstrated ability to provide excellent customer service* Experience building effective relationships with a variety of stakeholders* Proven ability to work proactively, take ownership of responsibilities, and maintain a high level of accuracy* Ability to adapt to changing priorities in a dynamic environmentExperience working directly with students in a higher education or educational environment is a plus. **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 experienceRequired Certifications:None### # **Important Application Instructions**:**Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.**# **Additional Information:**After training, the **Administrative Assistant** will also work with various software including SAP Concur, ServiceNow, and Microsoft 365, as well as the following which are specific to Penn State:* SIMBA (System for Integrated Management, Budgeting and Accounting)* PSUbuy (system to procure goods and services)This position will report to the Assistant to the Associate Dean.The College of Arts and Architecture is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process. **BACKGROUND CHECKS/CLEARANCES**This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.### 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.