Service Administrative Assistant - Garage Services

Penn State University; University Park (TX); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, vision

Retirement plans

Paid holidays

Tuition discounts

Job summary

Penn State University in University Park, PA is seeking an energetic Service Administrative Assistant (Intermediate or Senior Support) to join our team and help launch a modern Fleet Maintenance Software system for the university.

The role emphasizes excellent customer service, organization, and billing/inventory tasks. Experience with SAP Concur, SIMBA, Microsoft 365, Adobe Acrobat, and Zoom is preferred; on-site work Monday–Friday.

Qualifications

• Familiarity with Technical Service employees and the bargaining contract is highly desired.
• Proficient knowledge of software and ability to learn additional software is preferred.

Responsibilities

• Opens, updates, monitors, and closes repair orders (ROs) with complete documentation.
• Processes monthly billing verifying accuracy before processing.
• Customer service to internal customers and external vendors.
• Reconciliation of P-Card transactions in SAP Concur.
• Technical/functional expert on garage-specific software.
• Assist in billing, parts ordering, inventory management and P-Card reconciliation as needed.
• Supports Service Garage Management with administrative projects and reporting.
• Assist in ordering parts and maintaining physical inventory.
• Assign and maintain fuel cards and process billing for fuel.

Skills

Customer service

Organization

Billing

Education

Associate Degree

GED/HS

Tools

Microsoft 365

SAP Concur

SIMBA

Adobe Acrobat

Zoom

Job description

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

POSITION SPECIFICS

The Service Garage at University Park has recently transitioned to Transportation Services and is searching for an energetic, experienced Service Administrative Assistant (Intermediate or Senior Support) to join our team. With a new vision of supporting the Fleet Management Organization, this on-site position will assist the team in launching a modern Fleet Maintenance Software system for the university. Experience in the vehicle or mobile equipment maintenance field and working with fleet management software is a plus but is not required. Qualified applicants will possess excellent customer service and strong organizational skills. Billing and inventory experience is also a plus.

Key Responsibilities

• Opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete
• Processes monthly billing verifying accuracy before processing
• Customer service to internal customers and external vendors
• Reconciliation of P-Card transactions in SAP Concur
• Technical/functional expert on garage-specific software
• Assist CWC garage services with billing, parts ordering, inventory management and P-Card reconciliation as needed
• Supports Service Garage Management with administrative projects and reporting
• Assist in ordering parts and maintaining physical inventory
• Assign and maintain fuel cards and process billing for fuel

Education and Experience

• Familiarity with Technical Service employees and the bargaining contract is highly desired.
• Proficient knowledge of the following software, and the ability to easily learn additional software, is preferred:
• Microsoft 365 (Outlook, Excel, Word, Teams, OneDrive/SharePoint)
• SAP Concur
• SIMBA
• Adobe Acrobat
• Zoom

The successful candidate will be a self-starter, have excellent communication skills, a positive attitude, and the desire and ability to work well with a diverse team. The candidate must be well organized, have keen attention to detail and be dedicated to helping others. Confidence in learning new software programs, commitment to meeting deadlines, and the ability to switch priorities as well as handle multiple interruptions easily is a must.

This position is a full-time, on-site role based out of University Park with a Monday through Friday Schedule.

This position will be filled at an intermediate support level or a senior support level, depending upon the successful candidate's competencies, education, and experience.

Minimum Education, Work Experience & Required Certifications

If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted. Required Certifications: None. If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience. Required Certifications: None.

Applicants must include a cover letter, resume, and the names and contact information for at least 3 professional references.

Benefits for full-time employees at Penn State include (visit https://hr.psu.edu/benefits for more detailed information):

• Medical, dental, vision, and retirement plans
• Tuition discounts (including for a spouse and dependent children up to the age of 26)
• Generous vacation time and sick time
• 14 paid holidays/campus closure days

Background Checks/Clearances

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

Salary & Benefits

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.