Administrative Assistant

The Pennsylvania State University•University Park, FL

25d•Hybrid

About The Position

The Department of Agricultural and Biological Engineering in Penn State’s College of Agricultural Sciences is seeking a detail-oriented Administrative Assistant to provide general department support. The role may be filled at either the Administrative Assistant - Senior Support or Administrative Assistant - Intermediate Support level. The position is eligible for hybrid work, with three days per week in the office and two days remote, at the discretion of the Department Head.

Requirements

For the Administrative Assistant - Senior Support level: associate degree and 4 or more years of relevant experience, or an equivalent combination of education and experience.
For the Administrative Assistant - Intermediate Support level: GED or high school diploma and 2 or more years of relevant experience; relevant education may be accepted in lieu of experience.
A valid driver’s license and successful completion of a motor vehicle records check are required because operating a motor vehicle is part of the job duties.
Successful completion of required background checks.
Applicants must be authorized to work in the United States; Penn State does not sponsor or take over sponsorship of a staff employment visa.

Nice To Haves

Experience with Penn State systems, including SIMBA, SAP Concur, Teams, and Workday/Worklion.
Experience with Microsoft O365 applications, including Outlook, Word, and Excel.
Experience with Adobe products.

Responsibilities

Provide general office support, greet visitors, provide information, and refer inquiries as appropriate.
Serve on department, college, and university committees as assigned.
Attend department meetings and take minutes.
Help manage conference room schedules and perform other general office duties.
Serve as the department Agricultural Experiment Station (AES) Coordinator and liaise between faculty and AES.
Assist faculty with new AES projects and annual reports.
Coordinate and support department activities and events, including Advisory Board meetings, correspondence for the Biorenewable Systems Advisory Board and Industrial and Professional Advisory Council (IPAC), department seminars, and alumni events.
Coordinate faculty and staff position searches, including preparing itineraries, interacting with prospective candidates, and assisting with travel arrangements in SAP Concur or through Anthony Travel as requested.
Monitor budgets for general funds, including start-up, RIF, and gift funds, as well as research grants, contracts, and endowments.
Track financial transactions and provide reports to the department head, administrative manager, and faculty as needed.
Assist with grant management in collaboration with the administrative coordinator and college research team, including budget revisions and no-cost extensions.
Help faculty monitor grant progress and track expenditures and balances, providing guidance when needed.
Initiate financial transactions and provide operational support, including deposits, PSU Buy, SAP Concur, journal entries, and non-PO invoices.