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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Penn State Small Business Development Center (SBDC) seeks a full-time Administrative Assistant, to provide administrative support to the Director and the SBDC staff. This includes assisting with planning and management for the overall daily operations of the SBDC, developing and maintaining office management procedures and overseeing daily functions of the departmental office.

Key Responsibilities: Following are the key responsibilities of this role:

Administrative Support and Coordination:

• Manage department calendars, schedules, and travel arrangements.
• Coordinate meetings, calls, webinars, and events, including logistics and materials.
• Provide meeting support, including agenda preparation and minute transcription.
• Maintain confidential files and records.
• Coordinate events and workshops.
• Handle data entry, create simple reports as requested, and general office administration.
• Maintain confidential personnel, client, and fiscal files. Oversee the maintenance of office files and records

Client and Stakeholder Relations:

• Manage all SBDC calls and emails and serve as the first point of contact for internal and external inquiries.
• Provide information and referrals to appropriate staff or agencies.
• Coordinate schedules for visitors and interviewees.
• Respond to/resolve stakeholder conflicts and issues and inform the Director.

University and Partner Relations:

• Interface with University IT systems personnel.
• Maintain knowledge of University Affirmative Action policies, procedures, and reporting requirements.
• Serve as the point of contact for Ben Franklin Technology Partners as needed with their routine administrative duties including file management and recordkeeping, and company business partners as needed (e.g. receiving visitors, arranging conference calls or video conferences, scheduling travel and meetings, purchase card and office inventory management, office supply procurement, answering the main office telephone, providing calendar management support, and performing other duties, as necessary.

General Duties:

• Greet visitors and maintain a welcoming environment.
• Timekeeping in Workday and coordinating fleet car reservations.
• Maintain department directories and other