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:

We are excited to announce an opportunity to become part of the dynamic team at HUB-Robeson Galleries, where we are committed to bringing contemporary art experiences to the Penn State community. Our galleries, including HUB Gallery, Art Alley, Exhibition Cases, and various public projects throughout HUB-Robeson, value the transformative power of art and artists.

We are currently seeking an Administrative Assistant to support the diverse administrative functions of our vibrant environment. This role is essential in ensuring the smooth operation of our academic and administrative units. Key responsibilities include greeting and assisting visitors, preparing documents and reports, coordinating meetings, managing information, and analyzing data, including budgetary expenditures.

Key Responsibilities:

• Plan, organize, support, and coordinate daily office activities and administrative processes

• Greet visitors, provide information, and direct inquiries

• Support 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 to prepare reports, presentations, summaries, contracts, and proposals

• Create and maintain files and databases

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

• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders

• Resolve inquiries and ensure compliance with unit and University policies and procedures

• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and liaise with vendors

• Perform non-routine and confidential administrative duties as needed

• Coordinate work assignments of support employees to ensure efficient workflow

• Interview, train, and direct the work of other support staff, students, and wage payroll personnel

Qualifications:

• Minimum Education: High School Diploma/GED or Vocational Training/Degree

• Minimum Experience: No prior relevant work experience required

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