Administrative Office Manager - Nonprofit & Programs

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

Benefits offered by this job

75% tuition discount

Competitive benefits package

Paid time off

Retirement plan

Job summary

Penn State Extension in Lehigh County seeks an Administrative Assistant to serve as Office Manager, handling office operations, finances, and program support for 4-H, Master Gardener, and Master Watershed programs. This role combines administrative duties with financial oversight and coordination.

The ideal candidate has proven administrative experience, strong organizational skills, and familiarity with Penn State systems like SAP Concur, Salesforce, and Connect/Zsuites.

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 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).
• Bilingual Spanish/English preferred.

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.

Skills

Administrative experience

CRM experience

Customer service

Bilingual Spanish/English

Education

GED/HS

Tools

Salesforce

Connect

Zsuites

SAP Concur

SIMBA

Workfront

ServiceNow

Job description

Penn State Extension in Lehigh County seeks an Administrative Assistant to serve as Office Manager, handling office operations, finances, and program support for 4-H, Master Gardener, and Master Watershed programs. This role combines administrative duties with financial oversight and coordination.

The ideal candidate has proven administrative experience, strong organizational skills, and familiarity with Penn State systems like SAP Concur, Salesforce, and Connect/Zsuites.