Administrative Assistant, College of Arts and Architecture

The Pennsylvania State University; Struble (PA); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

The Pennsylvania State University in Pennsylvania is seeking an Administrative Assistant to support undergraduate admissions, academic affairs, budget and events, and front-line customer service. The role requires handling complex administrative tasks in a fast-paced environment and serving students, families, faculty and staff.

Responsibilities include admissions support, academic affairs administration, budget tracking, and event support for commencements and other college-wide activities,

Qualifications

• General budget and financial administration knowledge.
• Administrative support experience in business, academic, or professional offices.
• Ability to manage multiple priorities and work independently.
• Strong written and verbal communication with excellent customer service.

Responsibilities

• Admissions: respond to questions, coordinate tours, maintain records, monitor Slate.
• Academic Affairs & Award Stewardship: assist with funding applications, track graduates, ensure policy compliance.
• Budget & Finance: support travel reimbursements, invoicing, and budget reporting.
• Special Events: assist with day-of logistics, room scheduling, registrations, catering, awards events.

Skills

Administrative support

Budget & finance

Customer service

Communication

Multi-tasking

Education

GED/HS Diploma

Tools

Microsoft Office

Slate Admissions

Job description

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

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 environment. Experience 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 experience. Required Certifications: None.

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.

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.

Federal Contractors Labor Law Poster 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.