Administrative Assistant, Housing Assignment Unit

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

Benefits offered by this job

75% tuition discount

Benefits package

Flexible work arrangement

Job summary

Penn State University Housing Assignment Office is seeking an Administrative Assistant - Intermediate Support to provide customer service for students and families and handle complex tasks with minimal supervision.

You will manage email and phone inquiries, process housing accommodation requests, generate daily reports, and support multiple university systems while maintaining accurate records and ensuring FERPA compliance.

Qualifications

• GED or HS diploma with 2+ years relevant experience
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and ability to learn university systems

Responsibilities

• Answer telephone calls; greet and refer visitors
• Manage the Housing Assignment Office email Inbox; monitor and respond to emails in a timely fashion and with accurate information
• Process and track housing accommodation requests, maintain approved accommodations database
• Generate and process daily reports through university systems such as LionPATH, eLiving, iTwo
• Create and maintain files, databases, and reports
• Process payments through Point-of-Sale system
• Respond to routine and moderately complex questions/issues concerning unit/University policies and FERPA guidelines
• Coordinate with different University departments to assist student inquiries
• Represent Housing at Admissions or Housing events
• Assist with website content and maintaining web pages, review marketing material
• May supervise and train students and assigned support staff
• Support planning and coordination of moderately complex projects
• Serve on committees; prepare agendas and minutes
• Provide guidance on office equipment, software usage, and information processing procedures
• May act as or support facilities coordinator and manage keys/inventory

Skills

Customer service

Microsoft Office

Communication

Multitasking

Education

GED or HS diploma

Tools

LionPATH

eLiving

iTwo

Point-of-Sale

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

The Pennsylvania State University Housing Assignment Office is seeking a candidate for an Administrative Assistant - Intermediate Support.

The Housing Assignment Office manages on-campus housing at University Park for over 14,000 residents. The Administrative Assistant provides customer service to current and prospective students and their families. This position will perform complex tasks with minimal supervision.

The successful candidate will be responsible for the following:

• Answer telephone calls; greet and refer visitors
• Manage the Housing Assignment Office email Inbox; monitor and respond to emails in a timely fashion and with accurate information
• Process and track housing accommodation requests, maintain approved accommodations database
• Generate and process daily reports through various University systems, such as LionPATH, eLiving, iTwo, etc.
• Create and maintain files, databases, and reports
• Process payments through Point-of-Sale system
• Respond to routine and moderately complex questions/issues concerning unit/University policies, processes, and procedures from internal and external contacts and ensure adherence to FERPA guidelines
• Contact different University departments and units to help assist student inquiries
• Represent Housing at Admissions or Housing events
• Assist with website content and maintaining web pages, review marketing material
• May assist in the supervision and training of students and assigned support staff
• Support the planning and coordination of moderately complex projects
• Serve on various committees; prepare agendas, take and compose minutes
• Serve as a resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures
• May act as or support facilities coordinator and manage keys/key inventory

The candidate must have excellent written and verbal communication skills, the ability to use good judgment when dealing with sensitive and confidential information, manage multiple tasks and deadlines, and demonstrate a genuine appreciation for working with diverse audiences in a team environment. The successful candidate must have excellent skills utilizing Microsoft Office programs such as Word, Excel, and PowerPoint.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experienceRequired Certifications:None

Additional Information

Normal work hours are on-site, Monday - Friday 8:00am - 5:00 pm, with additional evening and weekend work required as necessary for Housing and Admission events. There is an opportunity for a limited flexible work arrangement with this position.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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.

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