Administrative Assistant – Office of the Vice President for Commonwealth Campuses

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/EfiwgKReZ4VAjprFZPKWUm0BqsU3KzTmERfpryq0esPKQ) . 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/ApplicationProcessforExternalApplicationsNon-PennStateEmployees.pdf) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office of the Vice President for Commonwealth Campuses (OVPCC) is seeking multiple Administrative Assistants!

These positions will support the general administrative functions within the OVPCC; 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.

Typical duties may include:

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

Greet visitors and provide information; 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; 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; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve 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

Education and experience:

We are hiring an intermediate and senior support level. Minimally requires a HS Diploma/GED or Vocational training/degree and 2 years of relevant experience, or equivalent combination of education and experience for the intermediate level. Additional education and/or experience required for higher level jobs.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion 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 – $61,000.00

Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) – additional information on Penn States 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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