Administrative Assistant, Campus Recreation

Penn State University • University Park, IL

20h • $49,188 - $71,340 • Onsite

About The Position

Campus Recreation is looking for an experienced and dynamic Administrative Assistant – Supervisor to join our team. Under the supervision of the Senior Director for Campus Recreation, the position will manage administrative and operational functions of the Department.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Must be able to manage multiple priorities to meet deadlines.
• Attention to detail and good judgment are vital requirements.
• The ability to foster a positive climate among a diverse group of staff, student employees, and participants is essential.
• Operate a motor vehicle as a part of your job duties.
• Valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Experience with Microsoft Teams, Workday, and SAP Concur is preferred.
• Independent work on complex assignments while exhibiting a high degree of professionalism, discretion, and independent judgment.
• Review progress on projects and update the Senior Director as appropriate.
• Excellent interpersonal, organizational, and communication (oral and written) skills are essential.
• Willingness to lead and work in a team-based environment, as well as an eagerness to support and engage with all departmental and Student Affairs initiatives and efforts.

Responsibilities

• Plan, organize, support, and coordinate daily office activities and administrative processes within Campus Recreation
• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
• Create, organize, and maintain files, records, and databases utilizing Microsoft Teams
• Collect and organize data, including budgetary and operational information
• Refine, maintain, and implement business processes and procedures to improve the administrative functions of the multi-location Department
• Maintain inventory and order office supplies
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling and travel arrangements
• Support professional development and oversee coordination of functions such as seminars, workshops, and conferences, including travel, lodging, meals, etc.
• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, coordinate work across teams
• Coordinate full-time interview logistics, prepare interview itineraries, ensure compliance with confidential hiring procedures
• Assist with onboarding procedures for new full-time employees
• Supervise full-time and part-time staff members, including hiring, training, development, and performance management
• Compose, review, and distribute internal and external communications
• Serve as a point of contact for vendors and event stakeholders
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with area budget projections
• Initiate financial transactions and reimbursements in accordance with policies
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
• Actively participate in Department-wide initiatives, committees, and work teams

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree