Part-Time Administrative Assistant

Penn State University; Pennsylvania; On-site; USD 21,000 - 30,000; Part time

Job summary

Penn State Extension Clarion County is seeking an Administrative Assistant to support daily operations three days a week in the Clarion Office. You will collaborate with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators, and other staff to ensure smooth office function.

Responsibilities include event coordination for 4-H and Master Gardener programs, customer service, office communications, and clerical duties.

Qualifications

• Requires professional appearance and judgment
• Ability to work with Extension team and multi-county area
• Strong communication and interpersonal skills
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Publisher
• 1+ years of related experience or equivalent education/experience

Responsibilities

• Serve as receptionist and first-line liaison to customers and provide general office support
• Greet customers, answer phones, provide information, and relay routine information to staff and public
• Schedule and coordinate appointments and meetings
• Assist educators with event planning, facilities coordination, and logistics
• Maintain publication files and order publications as needed
• Maintain Salesforce files and assist with mass mailings
• Support off-site workshops and special events, as assigned
• Assist educators with grant-related paperwork and volunteer program tasks

Skills

Communication skills

Customer service

Organizational skills

Multitasking

Microsoft Excel

Microsoft Word

PowerPoint

Attention to detail

Education

High School diploma or equivalent

Tools

Salesforce CRM

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's Salesforce 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.

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 Cle

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