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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Institute for Gravitation and the Cosmos (IGC) at The Pennsylvania State University is seeking an experienced Administrative Support Assistant 4 to manage the daily activities of the Institute. This position provides sole administrative support to the IGC director, three Center directors, and manages the space hosting 7 faculty, plus about 10 postdoctoral scholars, 30 graduate students, and several visitors. It requires a significant degree of independence and a willingness to seek out solutions to complex problems.

Duties include but are not limited to:

• Manage daily IGC activities (meetings, seminars, etc.) and administrative tasks associated with IGC personnel.

• Manage the IGC visitor program by preparing letters of invitation, processing visa applications, coordinating travel, honoraria and reimbursements for visitors, and managing the internal processes related to visitors.

• Manage and execute all logistics for meetings, receptions, seminars, workshops and conferences.

• Maintain general and research budget balances, provide expense projections, and provide monthly budget reports to all IGC faculty members.

• Process all financial documents for day-to-day operations and special events using SIMBA and SAP CONCUR, adhering to University policies and procedures as well as funding source spending guidelines.

• Design, create, and maintain IGC web pages, mailing lists, and the directory; publicize IGC events including workshops, conferences and weekly seminars; engage in social media outreach.

• Coordinate postdoctoral searches including postings and hires, monitor hiring process handled by HRSS.

• Manage Ccure security system and work with Physics facilities coordinator to manage space.

• Establish office procedures and oversee records management.

Education and Experience

Requires a High School Diploma or higher and 3+ years of related experience, or an equivalent combination of education and experience.

Candidate must demonstrate organizational skills with attention to detail and accuracy and exercise discretion and judgment while managing confidential information. Proficiency with some of the standard computer applications and programs such as Microsoft Word, Excel, PowerPoint and Outlook is necessary. Proficiency with Workday, S