Administrative Assistant

Pennsylvania State University University Park, PA Full-time Administration / Clerical

Posted on April 30, 2024

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Administrative Assistant

The Office for Multicultural Affairs (OMA) in the College of Agricultural Sciences is seeking an Administrative Assistant to facilitate and provide support to the Assistant Dean of Multicultural Affairs and the OMA. Our team is highly collaborative and committed to providing an inclusive and welcoming environment with opportunities for professional growth and development for all our members.

Primary responsibilities include but are not limited to:

Support the Assistant Dean with scheduling, personal calendar, and travel arrangements,
Plan, organize, support, and coordinate daily office activities and administrative processes within OMA,
Prioritize scheduling, completing tasks, meeting deadlines, and resolving issues,
Provide administrative support (surveys, analysis, and reports) as needed,
Attend to students and visitors, provide information, respond to inquiries,
Arrange logistics for appointments and meetings, including preparation of relevant background material, locations, agendas, and meeting follow-up,
Provide financial reconciliation support for travel, purchases, invoices, purchasing card charges, and direct charges for the OMA,
Manage domestic and international travel arrangements and itineraries as needed,
Assist in organizing various events for the OMA, reserving spaces, developing itineraries and menus, and serving as the point of contact with vendors,
Assist in developing itineraries for on-campus interviews.

Education and Experience:

This position will be filled at the Senior or Intermediate Support level dependent on the successful candidate's qualifications. Minimum requirements for the Senior level include an associate degree and 4 or more years of related experience or an equivalent combination of education and experience. Minimum requirements for the Intermediate level include a high school diploma or higher and two or more years of related experience or an equivalent combination of education and experience.

The successful candidate must be:

Highly motivated, organized, and detail-oriented,
A service-oriented, engaging individual who is committed to providing a respectful and nurturing environment for our ag sciences community, especially our diverse undergraduate and graduate students,
Able to work as both a member of a team as well as independently,
Able to follow established procedures and processes as well as able/willing to develop and enhance current and new processes,
Experienced in the responsibilities described above,
Proficient in Microsoft Office, programs such as Word, Excel, Teams, PowerPoint and scheduling software,
Able to write and communicate verbally in a professional manner as well as have a growth and learning mindset.

Desired qualifications include:

Essential knowledge of Penn State administrative, HR, financial, publication and event planning policies, processes, and systems (SAP Concur, SIMBA, Worklion/Workday) is strongly preferred.
Knowledge of LionPath and CollegeNet.

This position requires the following clearances:

PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. 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 clearances.

Work Arrangements:

This position requires the successful candidate to work in person and on campus. A hybrid work arrangement may be considered.

Application Information:

Both a cover letter and resume must be submitted to be considered for this position.

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.

Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-University-Park/Administrative-Assistant_REQ_0000055459

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

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.

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