Administrative Assistant

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 Department of Agricultural and Biological Engineering in the College of Agricultural Sciences is seeking a detailed-oriented Administrative Assistant to join our team to provide general department support.

Key Responsibilities include, but are not limited to:

• Provide general office support, including greeting visitors, provide information, and refer inquiries as appropriate.
• Serve on various committees as assigned (department, college, and university wide)
• Attend department meetings and take minutes
• Assist with managing conference room schedules and other general office duties as needed.
• Serve as department AES (Agricultural Experiment Station) Coordinator, acting as the liaison between faculty members and AES, along with assisting faculty with new AES project and annual reports.
• Help to coordinate and support department activities and events, including Advisory Board meetings and correspondence for the Biorenewable Systems Advisory Board, Industrial and Professional Advisory Council (IPAC), department seminars, and alumni events.
• Coordinate faculty and staff position searches to include setting up itineraries, interacting with prospective candidates and assisting with travel arrangements in SAP Concur or with Anthony Travel as requested.
• Monitor budgets for general funds (start up, RIF, gift funds), research grants, contracts, and endowments, track financial transactions and assist the department head, administrative manager and faculty as needed by providing reports.
• Assist with various grant management functions in collaboration with the administrative coordinator and college research team including budget revisions, no-cost extensions, etc., as needed.
• Assist faculty with monitoring grant progress, along with tracking expenditures and balances, providing guidance when needed.
• Assist with initiating financial transactions and provide operational support as needed (including Deposits, PSU Buy, SAP Concur, Journal Entries, Non-PO Invoices)

Preferred Qualifications:

Experience with Penn State Systems (SIMBA, SAP Concur, Teams, Workday/Worklion), Microsoft O365 Suites (Outlook, Word, Excel, etc.), and Adobe Products are desired.

Work Arrangements:

This position is eligible for hybrid work, with three days per week in the office and two days remote, at the discretion of Department Head. Questions related to flexible work schedules should be directed to the Department Head/Hiring Manager during the hiring process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Assistant - Senior Support, this position requires:
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

If filled as Administrative Assistant - Intermediate Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; Relevant education accepted in lieu of experience
Required Certifications:
None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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