Administrative Assistant – Front Desk & Events (Onsite)

Penn State University; University Park (TX); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Generous retirement plans

Job summary

Penn State University is seeking a front-facing Administrative Assistant to support three departments at University Park. This on-site role emphasizes exceptional customer service and coordinating with faculty, staff, students, and visitors.

Responsibilities include calendar management, events support, office supplies & purchasing, facilities work orders via Maximo, mail delivery, and maintaining databases, websites, and social media content.

Qualifications

• Minimum of one year of administrative or office support experience.
• Outstanding organizational skills with high attention to detail and accuracy.
• Excellent interpersonal, verbal, and written communication skills, with the ability to interact professionally and effectively in person, by phone, and electronically.
• Willingness to learn university-specific systems.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a busy academic environment.
• Excellent customer service orientation, with a commitment to providing courteous and responsive support; inclusive and respectful when working with and supporting others.
• It is preferred that candidates have proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams.

Responsibilities

• Greet and assist faculty, staff, students, and visitors in person, by phone, email, and on Microsoft Teams.
• Assist the Events Assistant with logistical and administrative support for department events and visiting speakers (e.g., travel and lodging arrangements, correspondence, itineraries).
• Manage office supplies, copiers, textbook orders, and conference or membership purchases.
• Submit and track facilities work orders through Maximo and follow up on completion.
• Sort and deliver department mail and packages between mailrooms.
• Maintain department calendars, directories, databases, and listservs; coordinate conference room scheduling.
• Assist with website updates and create social media content.
• Purchase and complete financial reconciliation for all faculty and graduate student travel arrangements (flights, hotel, conference registrations).

Skills

Organizational skills

Customer service

Communication

Multi-tasking

Interpersonal skills

Microsoft 365

Education

GED or HS diploma

Tools

Maximo

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Penn State University is seeking a front-facing Administrative Assistant to support three departments at University Park. This on-site role emphasizes exceptional customer service and coordinating with faculty, staff, students, and visitors.

Responsibilities include calendar management, events support, office supplies & purchasing, facilities work orders via Maximo, mail delivery, and maintaining databases, websites, and social media content.