Administrative Assistant, Corporate Engagement Center

The Pennsylvania State University; State College (Centre County); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Benefits package

Job summary

The Pennsylvania State University is seeking an Administrative Assistant to support the Corporate Engagement Center within the Division of External Affairs. This role coordinates complex schedules, travel, and communications across Penn State, ensuring a responsive experience for leaders and partners.

Key responsibilities include calendar management, meeting logistics, and preparation of reports and materials.

Qualifications

• Proven ability to manage calendars, travel, meetings and expenses for senior-level professionals.
• Strong organizational skills and attention to detail to handle multiple priorities.
• Excellent interpersonal, customer service, verbal and written communication.
• Ability to work independently with sound judgment and escalate when needed.
• Professionalism and discretion with senior leaders and sensitive information.
• Experience with standard administrative procedures and new technology.
• Proactive, service-oriented approach supporting individuals and teams.

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.

Skills

Calendar management

Meeting scheduling

Travel arrangements

Expense reconciliation

Communication skills

Customer service

Discretion with sensitive information

Problem solving

Education

Associate degree

GED or HS plus 2+ years experience

Tools

Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint)

CRM systems (Salesforce, Advance)

SAP Concur

Job description

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.

The Administrative Assistant provides administrative and operational support to CEC leadership and the broader team, helping ensure the effective coordination of schedules, meetings, communications, travel, and day-to-day office activities. The position regularly interacts with University leaders, corporate partners, and colleagues across Penn State and plays an important role in providing a responsive and professional experience for the Center's stakeholders.

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 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 $40,608.00 - $64,668.00.

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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