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

Tuition discount

Job summary

Penn State University Housing Assignment Office in University Park, PA seeks an Administrative Assistant - Intermediate Support to provide customer service to current and prospective students and families, handle the office email inbox, process housing requests, generate reports, and maintain files and databases.

The role requires a GED or HS diploma, 2+ years of relevant experience, and strong written and verbal communication.

Qualifications

• GED or HS diploma required.
• Minimum 2 years of relevant experience.
• Excellent written and verbal communication.
• Proficient with Microsoft Office (Word, Excel, PowerPoint).
• Ability to handle sensitive information in accordance with FERPA.

Responsibilities

• Answer calls and greet visitors.
• Manage Housing Assignment Office email inbox and respond to inquiries.
• Process and track housing accommodation requests and maintain the accommodations database.
• Generate daily reports using university systems (LionPATH, eLiving, iTwo).
• Create and maintain files, databases, and reports.
• Process payments through POS.
• Assist with website content and marketing materials.
• May supervise and train student workers and staff.
• Support planning of moderately complex projects.
• Prepare agendas and minutes for committees.
• Serve as a resource on office equipment and information processing.
• May assist facilities coordinator and manage keys inventory.

Skills

Customer service

Microsoft Office

Communication skills

Data entry

Report generation

Education

General Equivalency Diploma or High School

Tools

LionPATH

eLiving

iTwo

Point-of-Sale system

Job description

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 experience; Relevant education accepted in lieu of experience
• Required 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 crime