Part-Time Administrative Assistant

Penn State University; Clarion (Clarion County); On-site; USD 32,000 - 42,000; Full time

Job summary

Penn State Extension in Clarion County is hiring an Administrative Assistant to support daily operations three days a week in the Clarion Office. The role collaborates with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators, and other Administrative Support Assistants to ensure smooth operations.

Responsibilities include receptionist duties, customer service, event coordination, and maintaining Salesforce CRM and publications.

Qualifications

• Professional appearance and ability to represent Penn State Extension professionally.
• Excellent communication, phone, organizational, and interpersonal skills; ability to manage multiple priorities.
• Experience with Microsoft Office suite and Salesforce is preferred.

Responsibilities

• Serve as receptionist and first-line liaison to customers and visitors.
• Greet customers, answer calls, provide directions or information; share standard services and procedures.
• Schedule/cancel appointments and meetings; assist with event planning and coordination.
• Maintain educational resource and publication files and order publications as needed.
• Maintain Salesforce CRM files; generate mass mailings and distribute communications.
• Support off-site workshops, classes, and special events; assist with grant-related reports and filings.

Skills

Customer service

Office administration

Microsoft Excel

Team collaboration

Communication skills

Education

High School diploma or higher

1+ years related experience

Tools

Salesforce

Job description

JOB DESCRIPTION AND POSITION REQUIREMENTS

Penn State Extension in Clarion County is seeking to hire an administrative assistant. This person will work three days a week in the Clarion Office. They will work closely with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators, and other Administrative Support Assistants to help ensure the smooth and efficient daily operation of the Penn State Extension offices in Clarion County.

The Administrative Assistant will:

• Assist with county Extension program and events coordination; provide administrative support for 4-H and Master Gardener volunteer programs
• Provide customer service and customer relationship support
• Help coordinate office communications, multimedia product development, and publications
• Perform other clerical and administrative duties of administrative support as needed

Specific responsibilities can include:

• Serve as receptionist or first-line liaison to internal and external customers and provide general office support
• Greet customers, answer the telephone, provide directions or information, and solve routine issues. Communicate routine and general information to staff, customers, and/or the public about standard services, processes, and procedures using prescribed or established guidelines
• Schedule/cancel appointments and meetings
• Assist educators with event planning and coordination, including scheduling facilities, facility contract management, and event logistics
• Maintain educational resource and publication files, and order publications as necessary
• Maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare, and distribute mass mailings
• Assist with the set-up of off-site workshops, classes, council meetings, or special events as assigned
• Assist Extension Educators in maintaining and filing documents and reports for grant programs
• Assist Educators with many clerical and administrative tasks supporting our 4-H and Master Gardener volunteer programs with registrations, volunteer compliance tracking, annual 4-H enrollment processing/expense voucher preparations/invoicing, etc.
• Other duties as assigned or requested

Qualifications and requirements:

• Must maintain a professional appearance, represent Penn State University and the county Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators.
• Should be able to assume the temporary/occasional role and duties of other office support staff on an “as needed “ basis across a multi-county area.
• Must have the ability to work as part of the Extension team as well as to work independently, and have the ability to follow procedures as determined by Penn State Extension.
• Must have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information.
• Being proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred.
• Experience in a team environment with excellent team skills
• Be able to work independently, multitask, and prioritize workload in a fast-paced, ever-changing environment.
• Candidates should possess excellent grammar and proofreading skills, advanced computer skills, specifically with Microsoft_Excel, Word, Outlook, PowerPoint, Publisher, Office 365,and with Penn State’sSalesforce_web-based customer relationship management software application.
• Typically requires 1+ years of related experience and a High School diploma or higher or an equivalent combination of education and experience. Candidates without a high school diploma will not be considered.

The position is based at Penn State Extension Clarion County office located at 160 Amsler Avenue, Suite 1, Shippenville, PA 16254

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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