Administrative Assistant, Campus Recreation

The Pennsylvania State University • University Park, FL

3d • 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. Campus Recreation is a department within the Division of Student Affairs that provides recreation and wellbeing programs to the campus community through operation and administration of the Intramural Building, McCoy Natatorium, Stone Valley Recreation Area, Tennis Center, White Building, Hepper Fitness Center, Aquatics, Athletic Training, Club Sports, Fitness and Wellbeing, Intramural Sports, and Outdoor Adventures. Campus Recreation is comprised of more than 40 full-time staff and more than 700 student staff members.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• This position requires independent work on complex assignments while exhibiting a high degree of professionalism, discretion, and independent judgment.
• Excellent interpersonal, organizational, and communication (oral and written) skills are essential.
• 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.
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• This position requires that you operate a motor vehicle as a part of your job duties. A 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.
• The successful candidate will have the 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
• Generous 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