Administrative Assistant, Corporate Engagement Center

Penn State University; State College (Centre County); On-site; USD 40,000 - 55,000; Full time

Job summary

Penn State University is seeking an Administrative Assistant to support the Corporate Engagement Center within the Division of External Affairs. The Center connects industry partners with Penn State resources to advance collaboration in research, philanthropy, executive programming, and talent engagement.

The role involves managing complex calendars, coordinating meetings and events, onboarding for personnel, and handling correspondence and documentation for leadership and teams across the

Qualifications

• Associates degree and 4+ years of relevant experience, or an equivalent combination of education and experience.
• Experience with standard administrative procedures.
• Proficient with Microsoft 365 applications and CRM/travel systems.

Responsibilities

• Provide administrative support to CEC leadership and team, including calendar management, scheduling, travel arrangements, and expense reconciliation.
• Coordinate meetings with scheduling, agendas, materials, room and tech needs, notes, and follow-up.

Skills

Calendar management

Travel coordination

Email & correspondence

Office software

Education

Associate Degree

GED/HS Diploma

Tools

Microsoft 365

Salesforce

SAP Concur

Job description

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

Penn State is seeking an Administrative Assistant to support the Corporate Engagement Center within the Division of External Affairs. The Center works across the University to connect industry partners with Penn State's resources and advance collaboration in research, philanthropy, executive programming, and talent engagement.

Key Responsibilities

• Provide administrative support to CEC leadership and team , including complex calendar management, meeting scheduling, travel arrangements, and expense reconciliation.


• Coordinate meetings by managing scheduling, agendas, materials, room and technology needs, notes, and follow-up documentation.


• Support corporate visits, meetings, and events through scheduling, reservations, materials preparation, attendee coordination, and other administrative logistics .


• Prepare, format, organize, and maintain correspondence, presentations, reports, records, and other documents for leadership and team use.


• Monitor the Center's central email account and other incoming inquiries, respond or route requests appropriately, and greet and assist visitors.


• Maintain shared calendars, contact information, records, and routine information in University systems and databases.


• Coordinate routine financial and administrative transactions and maintain supporting documentation in accordance with University procedures.


• Manage office operations, including supplies, equipment and facility requests, fleet vehicle reservations, shared spaces, and other logistical needs.


• Support employee onboarding and other personnel-related administrative processes and provide backup administrative coverage as needed.


• Perform other duties consistent with the administrative and operational needs of the Center.

Qualifications

• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.


• Excellent interpersonal, customer service, verbal, and written communication skills.


• Ability to work independently, exercise sound judgment, and identify when issues require escalation.


• Professionalism and discretion when interacting with senior leaders, external partners, and sensitive information.


• Experience with standard administrative and office procedures.


• Ability to learn and effectively use new technology and job-related systems.


• A proactive and service-oriented approach to supporting individuals and teams.

Preferred Skills and Experience

• Experience providing administrative or executive support in a complex organization.


• Experience managing calendars, travel, meetings, and expenses for senior-level professionals.


• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.


• Experience with CRM or constituent management systems such as Salesforce or Advance.


• Experience with SAP Concur or similar travel and expense systems.


• Experience with document management and financial transaction systems.


• Experience working within established policies and procedures while independently resolving routine administrative issues.

Minimum Education, Work Experience & Required Certifications

If filled as Administrative Assistant - Senior Support, this position requires:

• Associate Degree


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


• Required Certifications: None

If filled as Administrative Assistant - Intermediate Support, this position requires:

• 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

Employment with the University will r