Administrative Assistant - Materials Science and Engineering

Penn State University; State College (Centre County); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Competitive benefits package

Job summary

Penn State University in Centre County, PA, is seeking an Administrative Assistant (Senior Support) to provide high-level administrative support to a faculty member and research group. The role includes coordinating annual conferences, managing calendars, travel, expenditures, and essential communications.

The ideal candidate will have an Associate Degree and at least four years of relevant experience, with a strong focus on accuracy, organization, and professional discretion.

Qualifications

• Requires Associate Degree and 4+ years of relevant experience.
• No required certifications.
• Employment contingent on background checks.

Responsibilities

• Plan, organize and coordinate daily office activities and administrative processes.
• Greet visitors and provide information; respond to inquiries.
• Support scheduling, personal calendars, and travel arrangements.
• Coordinate meeting logistics including scheduling, materials and agendas.
• Compose, review and distribute internal and external communications.
• Prepare reports, presentations, summaries, contracts, and proposals.

Skills

Administrative support

Calendar management

Budget management

Communication

Education

Associate Degree

Tools

Microsoft Office

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 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 responsiblities 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 Degree

4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required 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.

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 su