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:

The Penn State World Campus Marketing Strategy and Business Development team is seeking an experienced candidate to join the team as an Administrative Support Assistant.

The Administrative Support Assistant will report directly to the Executive Director for Online Education Strategy and Business Development and will provide administrative and professional support for a large team. Candidates that apply should be proactive and highly organized, embrace technology and university systems (Concur, SIMBA, Workday, etc.), embrace flexibility and change, able to manage multiple requests in a timely manner, able to communicate effectively and efficiently with a remote team as well as with multiple stakeholders across the university, and able to work as a team with other administrative support assistants to provide backup for each other when needed. This position requires occasional in-person support such as checking/distributing mail at the office building and preparing for in-person staff events.

This position will need to balance multiple priorities and complex tasks with minimal supervision. The successful candidate will be responsible for the following:  

• Provide administrative leadership to the planning and scheduling of support activities for the executive director and entire team - support search committees with candidate interviews and onboarding, organize and distribute annual marketing plans, maintain SharePoint site(s), serve as Workday timekeeper role, inventory office equipment or physical office space requirements, etc.

• Initiate/complete Doodle polls, arrange/coordinate/schedule a considerable number of meetings within Outreach and Online Education as well a wide range of stakeholders across the university.

• Lead coordination and planning of special team events such as staff meetings and other functions – coordinate and plan with venue, ensure expense is within budget, and ensure technology and venue is set up appropriately.

• Support the travel needs and expense reporting for the business development team and work with financial coordinators regarding expense guidelines as needed. May require use of a P-card in support of the team.

• Generate, prepare, and maintain reports and spreadsheets, and authorize processing of payments.

• Monitor and maintain budgets and contracts, track expenditures, etc.

• Coordinate, create, and maintain information for the team: files, email lists, reports, etc.

• May act as or support facilities co