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​

Penn State IT (PSIT) is seeking an Intermediate-level Administrative Assistant to join the team. This key role supports PSIT staff in ensuring smooth daily operations across the University. The ideal candidate is highly organized, adaptable, detail-oriented, and skilled at managing multiple priorities. Strong communication, customer service, and teamwork skills, are essential for success in this role.

 

RESPONSOBILITIES

• Process financial transactions, track expenditures, handle budget revisions, and assist with budget preparation and projections.

• Manage office supplies and inventory, including ordering, organizing, and distributing materials.

• Schedule and coordinate meetings, appointments, and events, including booking rooms, arranging catering, and sending invitations.

• Arrange travel for staff and teams.

• Oversee administrative tasks related to onboarding and offboarding.

• Coordinate search committees, including logistics, communications, and candidate scheduling.

• Manage and support software systems as needed.

• Maintain accurate and up-to-date information on internal websites.

QUALIFICATIONS

• Proficiency with Microsoft 365 tools, including SharePoint, OneDrive, Outlook, Word, Excel, and Teams is desired. 

• Experience supporting calendars, meetings, and travel arrangements.

• Ability and willingness to learn job-related software.

• Strong attention to detail and organizational skills.

• Excellent written and verbal communication skills.

• Ability to work independently and collaboratively in a team environment.

• Adaptability and flexibility in a dynamic work environment.

 

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certif