Multidepartment Administrative Assistant – Front Desk & Events

Penn State University; University Park (TX); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Tuition discount (75%)

Retirement plans

Paid time off

Job summary

Penn State University in University Park seeks an Administrative Assistant to provide exceptional front-facing support to faculty, staff, students and visitors. The role blends independent problem-solving with teamwork and requires on-site presence Monday through Friday.

Responsibilities include greeting visitors, coordinating events, managing office supplies, tracking work orders in Maximo, scheduling calendars, updating websites, processing travel arrangements and financial reconciliations for

Qualifications

• Minimum of one year of administrative or office support experience.
• Outstanding organizational skills with high attention to detail and accuracy.
• Excellent interpersonal, verbal, and written communication skills, with the ability to interact professionally and effectively in person, by phone, and electronically.
• Willingness to learn university-specific systems.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a busy academic environment.
• Excellent customer service orientation, with a commitment to providing courteous and responsive support; inclusive and respectful when working with and supporting others.

Responsibilities

• Greet and assist faculty, staff, students, and visitors in person, by phone, email, and on Microsoft Teams.
• Assist the Events Assistant with logistical and administrative support for department events and visiting speakers (e.g., travel and lodging arrangements, correspondence, itineraries).
• Manage office supplies, copiers, textbook orders, and conference or membership purchases.
• Submit and track facilities work orders through Maximo and follow up on completion.
• Sort and deliver department mail and packages between mailrooms.
• Maintain department calendars, directories, databases, and listservs; coordinate conference room scheduling.
• Assist with website updates and create social media content.
• Purchase and complete financial reconciliation for all faculty and graduate student travel arrangements (flights, hotel, conference registrations).

Skills

Administrative experience

Customer service

Microsoft 365

Communication skills

Education

GED or HS diploma

Tools

Microsoft Word

Excel

Outlook

Teams

Job description

Penn State University in University Park seeks an Administrative Assistant to provide exceptional front-facing support to faculty, staff, students and visitors. The role blends independent problem-solving with teamwork and requires on-site presence Monday through Friday.

Responsibilities include greeting visitors, coordinating events, managing office supplies, tracking work orders in Maximo, scheduling calendars, updating websites, processing travel arrangements and financial reconciliations for