APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Mechanical Engineering (https://www.me.psu.edu/) at Penn State is seeking an Administrative Assistant - Intermediate Support. The Administrative Assistant will support 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.

Responsibilities include:

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit.

• Greet visitors and provide information, as well as review, respond to, and direct inquiries.

• Provide support for scheduling, personal calendars, and travel arrangements.

• Coordinate meeting logistics, including scheduling, material preparation, and agendas.

• Compose, review, and distribute internal and external communications.

• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.

• Create and maintain files and databases.

• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections.

• Maintain inventory and order office supplies, arrange for equipment maintenance, and process work orders for facilities needs.

• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures.

• Support and coordinate special events, including reserving spaces, developing itineraries, preparing materials, coordinating work between teams, and serving as point of contact with vendors.

• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.

• May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes.

• May interview, train, and direct the work of other support staff, students, and wage payroll personnel.

Requirements and Qualifications:

This position requires a High School Diploma/GED or Vocational Training/Degree and 2 or more years of relevant experience, or an equivalent combination of education and experience.

Excellent interpersonal, communication, and organizational skills are essential, along with the ability to work both independently and as a member of a team. Knowledge of SIMBA (Penn State's System for Integrated Management, Budgeting and Accounting), SAP Concur, and Workday is preferred.

Additional Information:

This position is based at Penn State's University Park Campus; however, flexible work arrangements, such as remote or hybrid work opportunities, may be considered.

This position will require successful completion of standard background checks.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission. 

The salary range for this position, including all possible grades is:

$38,300.00 - $55,500.00

Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - additional information on Penn State's job and salary structure.

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 (https://police.psu.edu/annual-security-reports) .

Employment with the University will require successful completion of background check(s) in accordance with University policies.

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action 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.

Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)

PA State Labor Law Poster

Affirmative Action (https://policy.psu.edu/policies/hr11)

Penn State Policies

Copyright Information (https://www.psu.edu/copyright-information)

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