Administrative Support Assistant
Penn State UniversityAbout the role
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 Student Affairs-HUB-Art Galleries is seeking applicants for an Administrative Assistant - Support position to join their amazing team.
The Administrative Assistant position supports the general administrative functions of a wide variety of academic or administrative units, including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data, including budgetary expenditures; and providing general office support.
Job Responsibilities:
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 coordi
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