Administrative Assistant - Lehigh County

The Pennsylvania State University; Pennsylvania; On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Full benefits package

Job summary

The Pennsylvania State University, through Penn State Extension in Lehigh County, is seeking an Administrative Assistant to serve as Office Manager, handling office operations, financial oversight, and program support for 4-H, Master Gardener, and Master Watershed initiatives.

You will manage schedules, purchasing, CRM data (Salesforce), communications, and volunteer coordination while ensuring compliance with Penn State procedures. Strong organizational and customer service skills are essential.

Qualifications

• Proven administrative experience in educational or nonprofit settings.
• Knowledge of Penn State systems (SAP Concur, SIMBA, Workfront, ServiceNow) or similar procedures.
• Strong organizational, communication, and customer service skills.
• Experience with CRM platforms, especially Salesforce.
• Must have experience with Connect and Zsuites.

Responsibilities

• Manage financial accounts in compliance with Penn State procedures, including budget monitoring, expenditure processing, and reconciliation.
• Serve as purchasing agent for office supplies and publications; maintain office equipment.
• Act as primary liaison for internal and external contacts; provide front-line customer service and general office support.
• Coordinate scheduling for staff, educators, and meetings; manage calendars and appointments.
• Support program promotion with flyers, media releases, and publication management.
• Maintain and update CRM databases (Salesforce); assist with communications and volunteer management.
• Track volunteer clearances and hours using Connect and Zsuites.
• Assist with planning and setup of workshops, classes, and events; manage meeting space logistics and security requirements.
• Support social media and website communications; draft and distribute press releases for Extension programs.

Skills

Administrative experience

Penn State systems

Organizational skills

Customer service

Salesforce CRM

Connect

Zsuites

Communication

Education

GED or HS diploma

Tools

SAP Concur

SIMBA

Workfront

ServiceNow

Salesforce

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.

This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.

POSITION SPECIFICS

Penn State Extension in Lehigh County is seeking a detail-oriented Administrative Assistant to serve as Office Manager and provide comprehensive office management, financial oversight, and program support. This role ensures smooth daily operations and supports key initiatives including the 4-H, Master Gardener, and Master Watershed programs.

Key Responsibilities

• Manage financial accounts in compliance with Penn State accounting procedures, including budget monitoring, expenditure processing, receipting, bank deposits, and reconciliation.
• Serve as purchasing agent for office supplies and publications; maintain office equipment.
• Act as primary liaison for internal and external contacts; provide front-line customer service and general office support.
• Coordinate scheduling for staff, educators, and departmental meetings; manage calendars and appointments.
• Support program promotion by assisting educators with flyers, brochures, media releases, and publication management.
• Maintain and update CRM databases (Salesforce); assist with communications and volunteer management.
• Track volunteer clearances and hours using Connect and Zsuites.
• Assist with planning and setup of workshops, classes, and special events; manage meeting space logistics and security requirements.
• Support social media and website communications (Facebook, PLONE, Twitter); draft and distribute press releases for Extension programs.

Required Qualifications

• Proven administrative experience, preferably in an educational or nonprofit setting.
• Knowledge of Penn State systems (SAP Concur, SIMBA, Workfront, ServiceNow) or similar systems and procedures and Extension programming and operations is required.
• Strong organizational, communication, and customer service skills.
• Experience with CRM platforms, especially Salesforce.
• Must have experience with Connect (Master Gardener and Master Watershed) and Zsuites (4-H).

Preferred Qualifications

• Bilingual Spanish/English preferred to effectively communicate with and provide services and program support to the Spanish-speaking community.
• Prior Extension experience preferred especially in the financial systems.
• Proficiency in social media and basic graphic design tools is desirable.

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

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 - $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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There's a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom - it's the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania's sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters - more than half a million strong - driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.