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.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

​

POSITION SPECIFICS​

The Center for Theory of Emergent Quantum Matter (C-TEQ), part of the Institute for Computational and Data Sciences (ICDS) Quantum Hub, is hiring an administrative assistant (intermediate or senior support based upon qualifications) serving as the Assistant to the Director and to support its launch and ongoing operations of this new center. This position supports C-TEQ by managing administrative workflows, coordinating personnel and visitor processes, managing calendars and events, and maintaining financial and outreach systems that enable research and collaboration. The ideal candidate is highly organized, detail-oriented, and able to work collaboratively across a diverse academic community.

Primary Duties and Responsibilities:

• Provide administrative support to the Center Director, faculty, postdocs, graduate students, and visitors
• Manage calendars and coordinate meetings for the Director and seminar/conference rooms
• Process postdoc hires, separations, and contingent worker records using Workday and WorkLion
• Administer the visitor program: prepare invitation letters, advise on visa types, initiate visa applications via iStart, and guide visitors through PSU policies and housing logistics
• Organize and execute logistics for seminars, workshops, conferences, and receptions
• Establish and maintain office procedures and ensure compliance with university record retention policies
• Track and reconcile budgets using SIMBA; prepare financial reports and assist with proposal budgeting
• Process travel arrangements, purchasing, and expense reports; support faculty and students with SAP Concur
• Assist with proposal preparation by providing cost estimates and financial documentation
• Maintain center web pages and outreach materials; design and update interactive forms
• Promote center events through social media (LinkedIn, Instagram) and bulletin boards

Required Qualifications:

• Coordinating and scheduling appointments for senior staff members, committees, meetings, etc.
• High level of proficiency with Microsoft Office 365 programs such as Outlook, Word, and Excel
• Organizational skills with attention to detail and accuracy

Additional desired qualifications and skills include: