Part-Time Administrative Assistant

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) .

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 (https://hr.psu.edu/current-employee/flexible-work-arrangements/out-of-state-notice?utmsource=workday&utmmedium=req&utmcampaign=Oct23&utmid=out-of-state) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Center for the Business of Sustainability (CBoS) within the Smeal College of Business at Penn State is seeking an energetic, highly motivated, organized, collaborative, and detail-oriented individual to join our team as a part-time administrative assistant. This hybrid position works 20-24 hours per week.

This position will support the general administrative functions of the center and serve as a point of contact for the office. It will be vital to the centers operations, providing essential administrative and logistical support to ensure the smooth day-to-day functioning of the center.

The ideal candidate will have strong communication skills, the ability to manage multiple tasks, and a passion for supporting sustainability-focused initiatives.

If you’re excited about joining a dynamic team and making an impact, we’d love to hear from you!

Responsibilities:

Meeting Logistics and Scheduling: Coordinate all meeting logistics for the centers leadership team; assist with managing calendars, scheduling rooms, and preparing daily schedules. Facilitate travel arrangements and process reimbursements.

Administrative Support: Provide front desk support, handle incoming calls, email, mail, and assist visitors. Manage document preparation, data entry, and report generation.

Project and Operations Support: Act as a liaison between the center director, project manager, and operations team, ensuring smooth collaboration and support across teams.

Meeting Documentation: Attend meetings to record, transcribe, and distribute minutes effectively.

Event and Project Coordination: Assist in organizing special events and coordinate project-related activities.

Additional Support: Offer backup support to other administrative staff as needed.

Experience:

Prior experience in an administrative role is desirable.

Familiarity with 25Live, SIMBA, SAP-Concur, and Shop OnLion is preferred. However, training will be provided for these university-specific systems.

Experience working in a professional office setting is preferred.

Skills:

Proficiency in Microsoft Office, particularly Outlook and Teams, Word, Excel, SharePoint, and OneDrive is a must.

Strong organizational, communication (written and oral), and interpersonal skills.

Attributes:

High attention to detail, ability to learn new software and databases quickly, and a strong commitment to providing excellent customer service.

Education:

High school diploma required but associate degree preferred.

Schedule:

The work week will consist of 20 to 24 hours (limited to 24 hours per week). In-person 2 to 3 days a week, ideally from 9:00 AM to 2:00 PM with occasional afternoon/evening hours to support events/programs. Flexibility is provided, but hours should fall within these windows.

Applications should include a current resume and cover letter; references can be provided later. For more information or questions, please contact Tracey Mariner by email at tcd119@psu.edu or by phone at (814) 867-3256.

​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.

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

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Penn State Policies

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