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• 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 Department of Political Science and School of Public Policy are seeking a customer-focused Administrative Assistant to primarily assist with event coordination and financial document processing.

This position will work with faculty, guest speakers, and vendors to plan events, such as lectures, conferences, and award ceremonies, throughout the year (including during the summer semester), and handle various financial submissions and document processing.

Key responsibilities of the event coordination aspect of this role include:

• Serve as the main point of contact for faculty to coordinate their event logistics (e.g., coordinate dates and itineraries, discuss potential speakers and event space)

• Effectively work with outside vendors on registration, secure the necessary contracts for event space use

• Assist visitors with travel arrangements and reimbursement, which can include international travel and visa paperwork

• Work with department management on the events' budgets and expense tracking

• Ensure smooth execution of conferences and events by attending the start to verify that all arrangements are in place, including attendee registration, room setup, food delivery, and presentation readiness

• Assist in the publicity of events via listservs, poster distribution, and social media by creating graphics, posters, banners, and other promotional materials in Canva; obtain necessary design approvals prior to distribution

• Process honorariums as requested by faculty, which may include detailed communication with speakers and coordination with purchasing and finance teams

• Review invoices for accuracy and address any discrepancies with vendors

Other responsibilities of the Administrative Assistant include but are not limited to:

• Assist with non-event related financial document processing

• Review and log expenditures; track use of funds and fund balances

• Support faculty hiring searches (e.g., organizing search materials, scheduling interviews, preparing correspondence)

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