Administrative Assistant - Materials Science and Engineering

Penn State University; Northern (KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Penn State University’s Department of Materials Science and Engineering seeks an Administrative Assistant (Senior Support) to provide comprehensive administrative support to a faculty member, manage research group operations, and coordinate annual conferences. The role oversees office processes, scheduling, travel, and communications.

The position requires an Associate Degree and 4+ years of relevant experience, with duties including budget monitoring, vendor coordination, and confidential task

Qualifications

• Associate degree or equivalent required.
• 4+ years of relevant administrative experience.
• No professional certifications required.

Responsibilities

• Plan, organize, and coordinate daily office activities and administrative processes.
• Greet visitors and provide information; review, respond to, and direct inquiries.
• Support scheduling, personal calendars, and travel arrangements.
• Coordinate meeting logistics including scheduling, material preparation, and agendas.
• Compose, review, and distribute internal and external communications.
• Create and maintain files and databases; monitor and maintain budget and expenditures.

Skills

Administrative support

Budget management

Event coordination

Communication

Education

Associate Degree

Job description

**POSITION SPECIFICS**The Department of Materials Science and Engineering is seeking a well-organized, detail-oriented individual to fill the position of **Administrative Assistant (Senior Support).** This position provides administrative support to a faculty member that includes managing the operational activities of their research group and overseeing the coordination of a variety of annual conferences and meetings.* Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit* Greet visitors and provide information; review, respond to, and direct inquiries* Provide support for scheduling, personal calendars, and travel arrangements* Coordinate meeting logistics including scheduling, material preparation, and agendas* Compose, review, and distribute internal and external communications* Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals* Create and maintain files and databases* Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections* Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs* Resolve inquiries and ensure compliance with work unit and/or University policies and procedures**Additional responisbilites may include:*** Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors* May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized* May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes* May interview, train, and direct the work of other support staff, students, and wage payroll personnel **MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS**Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None### **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 $44,628.00 - $64,668.00.