Administrative Assistant

The Pennsylvania State University • University Park, FL

12d • Onsite

About The Position

The Office of the President is seeking a friendly, professional, and detail-oriented Administrative Assistant. This position functions as the first point of contact for the Office of the President providing administrative support. This position serves as the Old Main Access Coordinator, Office of the President Parking Chair, Safety Monitor and Affiliate Facility Coordinator. This position also provides support to the Executive Assistants and backup support to the Office of the Board of Trustees. The successful candidate will help coordinate daily operations and provide a high level of administrative and financial support.

Requirements

• Highly motivated and exhibit a high degree of professionalism and initiative.
• Proven track record of exercising discretion and independent judgment, while managing confidential information, is required.
• Willing to work in a team environment, manage multiple priorities, and have demonstrated success interacting effectively with members of senior management.
• Excellent computer skills including Microsoft Office 365 is required.
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience
• Relevant education accepted in lieu of experience
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Knowledge of Penn State's System for Integrated Management, Budgeting, and Accounting (SIMBA), SAP Concur, and LionSpace (or similar software systems) desired.

Responsibilities

• Answering phones; providing information as needed; greeting, screening, and announcing guests
• Reviewing President’s and Senior Vice President, Chief of Staff’s calendars; preparing conference room for meeting; and monitoring workflow of the front office
• Provide support for scheduling and travel arrangements
• Assisting with Office of the President mail and correspondence; reviewing, editing, and preparing letters; collecting mail, sorting, and routing; coordinating administrative signatures
• Serving as Access Coordinator for management and distribution of Old Main keys and CCURE access; maintaining key and access inventory; updating LionSpace with employee office locations
• Serving as Parking Chair managing employee and executive parking permits for the Office of the President units
• Serving as backup to the Executive Assistants assisting with calendars and email at [email protected] and [email protected]
• Processing financial forms including Pcard requisitions, ERS reports and ordering supplies
• Providing office support including scheduling staff meetings and meetings of the University Policy Administration Committee; maintaining membership and email lists
• Serving as Affiliate Facility Coordinator and Safety Monitor providing back up to the Old Main Super Facility Coordinator; assisting with work orders and issues that arise; assisting with Old Main security and management of the office duress alarms
• Assisting with ticket accountability process for the President’s suites in the Bryce Jordan Center, Pegula Ice Arena and Beaver Stadium; preparing ticket accountability reports
• Handle sensitive and confidential information with discretion

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: Entry Level
• Education Level: High school or GED