Administrative Assistant (Outreach, Finances, Event Support)

Penn State University; University Park (TX); On-site; USD 38,000 - 56,000; Full time

Job summary

An established institution is seeking an Administrative Assistant to provide vital support in outreach, communications, and event planning. This role involves maintaining digital platforms, assisting with program logistics, and managing financial transactions. The ideal candidate will possess strong organizational and communication skills, with a commitment to fostering an inclusive environment. This position offers a flexible schedule and the opportunity to contribute to a dynamic team within a supportive academic community, making it an excellent opportunity for those looking to make a meaningful impact in higher education.

Benefits

Medical, dental, and vision plans

75% tuition discounts

Generous vacation and sick time

15 paid holidays/campus closure days

Qualifications

• Minimum of a High School Diploma/GED or Vocational Training/Degree required.
• Two years of relevant experience or equivalent education and experience.

Responsibilities

• Provide outreach support and assist with program design and registrations.
• Maintain websites, calendars, and produce promotional materials.
• Assist with logistical planning for events and manage finances.

Skills

Problem-solving

Multi-tasking

Detail-oriented

Organizational skills

Customer service

Communication skills

Interpersonal skills

Microsoft Excel

Education

High School Diploma/GED

Vocational Training/Degree

Job description

APPLICATION INSTRUCTIONS:

1. CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday (here) to complete the internal application process. Please do not apply here, apply internally through Workday.
2. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
3. NOT A CURRENT EMPLOYEE OR STUDENT, please click “Apply” and complete the application process for external applicants (here).

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The College of the Liberal Arts (here) is searching for an Administrative Assistant to provide support in the areas of outreach, communications, finances, and events.

Responsibilities include but are not limited to:

1. Provide Outreach Support: Support The Labor School (here) and The Center for Workplace Performance (here) by aiding in program design, assisting with the development of training materials, and processing program registrations. Support the Leadership Readiness Initiative (here) by assisting with student inquiries.
2. Communications: Maintain websites, listservs, calendars, social media accounts, and department email. Produce and gain approval for promotional materials and digital communication board messages.
3. School/Department Events: Assist faculty and lead all logistical planning for events including securing flights, hotel reservations for guests, meeting space, and catering. Serve as lead technical support person for virtual events and meetings, including Zoom links, advance set-up, communication with presenters, and registration processes. Liaise with facility staff.
4. Finances & Purchasing: Responsible for reconciling purchasing card transactions, preparing and submitting travel reimbursement documentation to the finance team. Manage transactions in WooCommerce, complete purchase orders, and submit and track office payment invoices and work orders.

The Administrative Assistant will primarily provide administrative support to the Department of Anthropology (here) and the School of Labor and Employment Relations (here).

This position requires a flexible schedule to include some evenings, approximately 3 to 5 times each semester (mostly fall and spring semesters), to support Department and School events.

The Administrative Assistant will work both independently and collaboratively with the administrative team when completing the position’s responsibilities.

Benefits: (visit here for more detailed information):

• Medical, dental, vision, and retirement plans
• 75% tuition discounts (including for a spouse and dependent children up to the age of 26)
• Generous vacation and sick time
• 15 paid holidays/campus closure days

Education and Experience: This position will be filled at the level of Intermediate Support, which requires a minimum of a High School Diploma/GED or Vocational Training/Degree for education plus two years of relevant experience, or an equivalent combination of education and experience.

Additional Qualifications:

• Ability to problem-solve and multi-task
• Detail-oriented
• Excellent organizational, customer service, communication, and interpersonal skills
• Experience using Microsoft Excel

In addition, successful candidates must either have demonstrated a commitment to building an inclusive, equitable, and diverse campus community, or describe one or more ways they would envision doing so, given the opportunity.

Additional Information:

The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Penn State is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

The salary range for this position, including all possible grades is:

$38,300.00 - $55,500.00

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.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

EEO IS THE LAW:

Penn State is an equal opportunity, affirmative action 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.

Federal Contractors Labor Law Poster: here

PA State Labor Law Poster

Affirmative Action: here

Penn State Policies

Copyright Information: here

Hotlines

University Park, PA