Administrative Assistant (Facilities and IT) - Bellisario College of Communications

• 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, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The Donald P. Bellisario College of Communications is looking for an Administrative Assistant - Intermediate Support to support both the Facility and IT Departments of the College.

The successful candidate will bring solid business administration experience, demonstrate leadership abilities, and enjoy collaborating with a team. This role also provides assistance to several offices, including the Dean's suite, Undergraduate and Graduate offices, Advising, Internship and Career Placement, and Diversity and Inclusion.

Key Responsibilities of this position include the following:

IT Department, Facilities, and Media Center Operations:

• Coordinate daily operational activities for the IT Department, Facilities, and the Media Center.
• Organize workflows, create and assign IT service tickets, and maintain schedules to ensure deadlines are met.

Purchasing and Inventory Management:

• Manage end-to-end purchasing processes, including creating purchase orders, processing goods confirmations, and tracking orders to ensure timely and accurate delivery.
• Procure office equipment and materials needed to support departmental operations.
• Implement and maintain barcoding and asset-tracking systems to ensure accurate, uptodate inventory records, including labeling and location monitoring of all departmental assets.
• Oversee shared software licenses and departmental renewal payments.
• Serve as Card Access Coordinator, managing security access permissions.
• Act as Asset Transfer Agent, coordinating the movement, tracking, and documentation of departmental assets.

Administrative Support:

• Serve as backup for the Parking Chair and Safety Officer as needed.
• Coordinate meetings and provide logistical support for Facilities and IT components of events, conferences, and special functions.
• Support the facilities coordinator with key management and key inventory tracking.
• Monitor shared email inboxes and phone lines for Bellisario IT and Bellisario Facilities, ensuring timely responses and followup.
• Serve as a procurement resource for colleagues, assisting with purchasing processes and inquiries.
• Support mailroom and facility operations, including sorting mail, preparing shipments, and managing kitchen and office supply inventories.
• Perform other duties as assigned to ensure smooth departmental operations.

Work Orders and Issue Resolution:

• Create and submit OPP Work Orders for maintenance and facility requests.
• Respond to routine and moderately complex inquiries regarding University and unit policies, processes, and procedures, serving as a knowledgeable resource for internal and external stakeholders.

Stakeholder Communication and Support:

• Communicate regularly with internal and external stakeholders-including budget administration and management-to exchange information, resolve issues, and support operational needs.
• Support Bellisario IT and Bellisario Facilities unit managers by promoting and modeling strong stewardship and compliance practices.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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.

Federal Contractors Labor Law Poster

PA State Labor Law Poster

Penn State Policies

Copyright Information

Hotlines