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

Penn State University • University Park, IL

20h

About The Position

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.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• Applicants must be authorized to work in the U.S.

Responsibilities

• 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.
• 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, up‑to‑date 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.
• 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 follow‑up.
• 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.
• 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.
• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED