APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Mechanical Engineering at Penn State is seeking an Administrative Assistant - Intermediate Support. The Administrative Assistant will support the general administrative functions of a wide variety of academic or administrative units, including greeting/referring/assisting visitors, customers, or staff, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing general office support.

Responsibilities include:

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit.

• Greet visitors and provide information, as well as review, respond to, and direct inquiries.

• Provide support for scheduling, personal calendars, and travel arrangements.

• Coordinate meeting logistics, including scheduling, material preparation, and agendas.

• Compose, review, and distribute internal and external communications.

• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.

• Create and maintain files and databases.

• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections.

• Maintain inventory and order office supplies, arrange for equipment maintenance, and process work orders for facilities needs.

• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures.

• Support and coordinate special events, including reserving spaces, developing itineraries, preparing materials, coordinating work between teams, and serving as point of contact with vendors.

• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.

• May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes.

• May interview, train, and direct the work of other support staff, students, and wage payroll personnel.

Requirements and Qualifications:

This position requires a High School Diploma/GED or Vocational Training/Degree and 2 or more years of relevant experience, or an equivalent combinatio