Administrative Assistant, College of the Liberal Arts

• 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 departments of Communication Arts and Sciences, Philosophy, and Applied Linguistics are seeking a highly visible, front-facing Administrative Assistant to provide exceptional customer service and support to faculty, staff, students, and visitors.

This exciting role offers the opportunity to work at the heart of three dynamic academic departments each with unique faculty, students, and activities.

It's a position that blends independent problem-solving with teamwork, allowing you to make a real impact on the day-to-day functioning of the departments.

Important Note: The Administrative Assistant will work fully on-site, Monday through Friday, at Penn State's University Park Campus.

• Greet and assist faculty, staff, students, and visitors in person, by phone, email, and on Microsoft Teams.

• Assist the Events Assistant with logistical and administrative support for department events and visiting speakers (e.g., travel and lodging arrangements, correspondence, itineraries).

• Manage office supplies, copiers, textbook orders, and conference or membership purchases.

• Submit and track facilities work orders through Maximo and follow up on completion.

• Sort and deliver department mail and packages between mailrooms.

• Maintain department calendars, directories, databases, and listservs; coordinate conference room scheduling.

• Assist with website updates and create social media content.

• Purchase and complete financial reconciliation for all faculty and graduate student travel arrangements (flights, hotel, conference registrations).

The Administrative Assistant will work both independently and collaboratively, utilizing organizational and multi-tasking skills to complete the above responsibilities.

• Minimum of one year of administrative or office support experience

• Outstanding organizational skills with high attention to detail and accuracy

• Excellent interpersonal, verbal, and written communication skills, with the ability to interact professionally and effectively in person, by phone, and electronically

• Willingness to learn university-specific systems

• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a busy academic environment

• Excellent customer service orientation, with a commitment to providing courteous and responsive support; inclusive and respectful when working with and supporting others.

It is preferred that candidates have proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

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.

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