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.

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POSITION SPECIFICS​

The Administrative Assistant provides support to ensure the efficient operation of the office; coordinates schedules, handles communications, organizes files, and assists staff and management with a variety of administrative tasks; supports budget and data activities; serves as a key point of contact for students, faculty, staff, and external stakeholders.

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

• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures

• Create, organize, and maintain files, records, and databases

• Greet visitors and provide information; review, respond to, and appropriately direct inquiries

• Serve as a primary point of contact for students, faculty, staff, fellows, and external partners

• Compose, review, and distribute internal and external communications

• Maintain calendars, schedule meetings, and coordinate appointments

• Provide support for scheduling travel arrangements

• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials

• Review, edit, and format reports, presentations, and correspondence

• Collect and organize data, including budgetary and operational information

• Compile and maintain records to support departmental and institutional reporting needs

• Track expenditures and assist with budget preparation and projections

• Initiate financial transactions, reimbursements, and budget revisions in accordance with policies

• Maintain inventory and order office supplies

• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams

• Serve as a point of contact for vendors and event stakeholders

• Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures

• Handle sensitive and confidential information with discretion

• May supervise staff members, including hiring, training, development, and performance management

MINIMUM EDUCATION, WORK EXPERIENCE & REQ