Administrative Assistant, Hybrid - Research Center

Penn State University; State College (Centre County); Hybrid; USD 40,608 - 64,668; Full time

Benefits offered by this job

Tuition discount 75%

Job summary

Penn State University in State College, PA seeks an Administrative Assistant to support the Child Health Research Center’s administrative, operational, communications, and research activities. The role reports to the Administrative Assistant Supervisor and collaborates with CHRC faculty, staff, students, and external partners.

Responsibilities include coordinating daily office operations, supporting records, purchasing, grant calendars, and communications.

Qualifications

• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal and communication skills, with the ability to interact professionally with individuals at all levels.
• Demonstrated professionalism, discretion, confidentiality, and sound judgment when handling sensitive information.
• Ability to work collaboratively under the direction of the Administrative Assistant Supervisor while also exercising initiative and independent judgment.
• Strong attention to detail and the ability to prioritize tasks effectively.
• Ability to adapt to changing priorities while maintaining accuracy and efficiency.

Responsibilities

• Plan, organize, support, and coordinate daily office activities and operational processes.
• Schedule meetings and maintain shared calendars.
• Coordinate meeting logistics, agendas, materials, and follow-up communications.
• Serve as a primary point of contact for visitors, students, faculty, and external partners.
• Draft, edit, and distribute correspondence, reports, templates, memoranda, and communications.
• Maintain shared electronic files, records, databases, and documentation.
• Manage records retention and onboarding documentation.
• Coordinate facilities requests, space management updates, and OPP work orders.
• Provide administrative support to the CHRC Director when the Administrative Assistant Supervisor is unavailable.
• Assist with maintaining continuity of office operations during staff absences.
• Assist with purchasing office supplies and routine operational materials.
• Collect and organize documentation for purchasing card reconciliation and expense processing.
• Upload receipts, invoices, and supporting documentation into University systems for review and approval.
• Maintain transaction logs, filing systems, and supporting records.
• Prepare spreadsheets and supporting documentation for review by the Administrative Assistant Supervisor.
• Serve as backup support for routine financial and purchasing processes.
• Support proposal development by collecting and organizing required documentation.
• Maintain grant calendars and deadline tracking systems.
• Assist with formatting biosketches, CVs, and proposal-related documents.
• Maintain and update CHRC website content.
• Assist with newsletters, communications, marketing, branding, and social media activities.
• Participate in Center-wide initiatives, committees, and special projects.

Skills

Organizational skills

Communication skills

Professionalism

Discretion & confidentiality

Collaboration

Attention to detail

Adaptability

Independent judgment

Education

Associate Degree

GED or High School Diploma (HS) with 2+ years experience

Tools

Workday

Concur

SIMBA

Microsoft Teams

SharePoint

Job description

Penn State University in State College, PA seeks an Administrative Assistant to support the Child Health Research Center’s administrative, operational, communications, and research activities. The role reports to the Administrative Assistant Supervisor and collaborates with CHRC faculty, staff, students, and external partners.

Responsibilities include coordinating daily office operations, supporting records, purchasing, grant calendars, and communications.