Administrative Assistant, Research Center Operations

Penn State University; University Park (TX); Hybrid; USD 41,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Comprehensive benefits package

Paid time off

Job summary

Penn State University is seeking an Administrative Assistant for the Child Health Research Center (CHRC) to support administrative, operational, and research activities. The role reports to the Administrative Assistant Supervisor and collaborates with CHRC faculty, staff, students, and external partners.

The position may assist the CHRC Director and help ensure continuity of daily operations. The role is based in State College, PA, with a flexible hybrid arrangement; weekly on-campus work is

Qualifications

• Requires strong organizational abilities and ability to meet deadlines.
• Excellent interpersonal and written/verbal communication skills.
• Discretion and confidentiality in handling sensitive information.
• Ability to work under supervision while showing initiative.
• Strong attention to detail and task prioritization.
• Adaptable to changing priorities while maintaining accuracy.

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

Multitasking

Interpersonal communication

Professionalism & discretion

Attention to detail

Adaptability

Education

Associate degree + 4+ years experience

GED or HS + 2+ years experience

Tools

Workday

Concur

SIMBA

Microsoft Teams

SharePoint

Job description

Penn State University is seeking an Administrative Assistant for the Child Health Research Center (CHRC) to support administrative, operational, and research activities. The role reports to the Administrative Assistant Supervisor and collaborates with CHRC faculty, staff, students, and external partners.

The position may assist the CHRC Director and help ensure continuity of daily operations. The role is based in State College, PA, with a flexible hybrid arrangement; weekly on-campus work is