Hybrid Operations Admin Specialist - Parking & Access

The Pennsylvania State University; Ferguson Township (PA); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

75% tuition discount

Comprehensive benefits

Job summary

The Pennsylvania State University is seeking an Administrative Assistant to perform a wide range of complex administrative functions in support of the college’s Operations. The role collaborates with staff and faculty to keep the Dean’s Office running smoothly.

Hybrid work arrangement with weekly on-campus presence at University Park. Responsibilities include scheduling, reporting, HR and facilities coordination, and budget administration to support college operations.

Qualifications

• Familiarity with human resources information systems, financial systems, access control systems, Office 365 applications, SharePoint, and records management is preferred.
• The successful candidate should have strong organizational skills, excellent communication skills, critical thinking skills, the ability to maintain confidentiality, and a keen desire to improve organizational processes and support the success of others.
• Candidates should also be able to work across departments, consistently strive for excellence in customer service, and demonstrate a genuine appreciation for working with diverse audiences.

Responsibilities

• Serves as the Parking Chair for the college, overseeing the management of parking permits for faculty and staff, maintaining records, and serving as the liaison to the Parking Office.
• Serves as the Local Access Coordinator for the Dean’s Office, managing the distribution of keys and building access for Dean’s Office employees.
• Manages the approval of conference room requests for specific conference rooms overseen by the Dean’s Office and coordinates with the Facilities team to accommodate room set‑up requests.
• Provides high-level administrative support for the Assistant Dean for Operations, including scheduling meetings and calendar activities, providing comprehensive reporting in support of special projects, etc.
• Provides scheduling support for other central administrative functions within the college, including coordinating schedules and itineraries for candidate interviews.
• Serve as the budget administrator for college operations, including financial approvals, Labor Distribution, etc.
• Enters Work Orders for OPP maintenance requests for the Dean’s Office.
• Creates profiles on the HHD website for new employees and removes outdated profiles.
• Coordinates with HR and other units to keep the faculty/staff directory updated.
• Assists with the shared administrative responsibilities of the Dean’s Office administrative team, including monitoring the main phone line and HHD email account, taking monthly inventory and re‑stocking supplies, and updating the Dean’s Office phone directory and listserv.
• Supports the college's internal communication processes and technologies.
• Serves as the college’s Records Management Liaison.

Skills

Organizational skills

Communication skills

Critical thinking

Confidentiality

Customer service

Diversity awareness

Education

Associate Degree

Tools

HR information systems

Financial systems

Access control systems

Office 365

SharePoint

Records management

Job description

The Pennsylvania State University is seeking an Administrative Assistant to perform a wide range of complex administrative functions in support of the college’s Operations. The role collaborates with staff and faculty to keep the Dean’s Office running smoothly.

Hybrid work arrangement with weekly on-campus presence at University Park. Responsibilities include scheduling, reporting, HR and facilities coordination, and budget administration to support college operations.