Administrative Assistant

Penn State University is seeking a full-time Administrative Assistant to support the administrative functions of various research projects. The role involves providing comprehensive administrative support, coordinating events, managing communication, and ensuring compliance with university policies.ResponsibilitiesProvide administrative support to multiple EPIS teams, including meeting coordination, office and facilities support, communication coordination, file maintenance, travel reimbursements, P-card reconciliation, training payments, and website/newsletter updatesInitiate financial tickets within ServiceNow for a variety of financial transaction for multiple projects at the PRCProvide support for scheduling travel arrangements and processing reportsCreate and maintain files and databases including direct oversight of PROSPER filesResolve inquiries and ensure compliance with work unit and/or University policies and proceduresSupport and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendorsMay perform non-routine and confidential administrative duties, and proxy responsibilities as authorizedMay coordinate work assignments of department/unit support employees to ensure efficient work flow and processesMay interview, train, and have indirect oversight of the work of other support staff, students, and wage payroll personnelThis position will also serve as the lead for reception, greeting and assisting visitors, customers, and staff, while providing general office support including preparing documents and reports, maintaining records, scheduling meetings, organizing information, and coordinating calendarsSkillsStrong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environmentExcellent attention to detail and ability to review documents for accuracy and policy complianceDemonstrated experience coordinating calendars, meetings, travel arrangements, and administrative workflowsStrong communication and customer service skills with the ability to work collaboratively with faculty, staff, and studentsProficiency with Microsoft 365 tools including Outlook, Word, Excel, Teams, SharePoint, and OneDriveGeneral Equivalency Diploma (GED) or High School (HS)No prior relevant work experience required; previous relevant work experience accepted in lieu of educationEmployment with the University will require successful completion of background check(s) in accordance with University policiesApplicants must be authorized to work in the U.SExperience with Penn State's core administrative systems or similar platforms is strongly preferred, including SIMBA (Penn State's SAP-based financial system), Workday (HRIS), PSUbuy (SAP-based procurement platform), Microsoft Office Suite, eSteward (gifts and endowments), and ServiceNow (incident tracking)Training and guidance will be provided for candidates who are eager to learn and grow in these areasBenefitsComprehensive medical, dental, and vision coverageRobust retirement plansSubstantial paid time off which includes holidays, vacation and sick timeGenerous 75% tuition discount, available to employees as well as eligible spouses and childrenCompany OverviewThere’s a reason Penn State consistently ranks among the top one percent of the world’s universities. It was founded in 1855, and is headquartered in University Park, pa, US, with a workforce of 10001+ employees. Its website is http://psu.edu.



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