Administrative Assistant - Lehigh County

Penn State University•Lehigh County, PA

2d•$40,608 - $58,836

About The Position

Penn State Extension in Lehigh County is seeking a detail-oriented Administrative Assistant to serve as Office Manager. The role provides comprehensive office management, financial oversight, and program support to ensure smooth daily operations and support the 4-H, Master Gardener, and Master Watershed programs. The position is funded for one year; continuation beyond that period will depend on university need, performance, and/or funding availability. The Administrative Assistant manages financial accounts in accordance with Penn State accounting procedures, supports purchasing and office equipment, and serves as a primary contact for internal and external stakeholders. The role also coordinates schedules and meetings, supports program promotion and communications, maintains CRM and volunteer records, and assists with events and meeting logistics.

Requirements

High school diploma or GED and at least 2 years of relevant experience; relevant education may be accepted in lieu of experience.
Proven administrative experience, preferably in an educational or nonprofit setting.
Knowledge of Penn State systems (SAP Concur, SIMBA, Workfront, ServiceNow) or similar systems and procedures, as well as Extension programming and operations.
Strong organizational, communication, and customer service skills.
Experience with CRM platforms, especially Salesforce.
Experience with Connect (Master Gardener and Master Watershed) and Zsuites (4-H).
A valid driver's license and successful completion of a motor vehicle records check.
Successful completion of required background checks.
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

Bilingual Spanish/English ability to communicate with and provide services and program support to the Spanish-speaking community.
Prior Extension experience, especially with financial systems.
Proficiency in social media and basic graphic design tools.

Responsibilities

Manage financial accounts in compliance with Penn State accounting procedures, including budget monitoring, expenditure processing, receipting, bank deposits, and reconciliation.
Serve as purchasing agent for office supplies and publications and maintain office equipment.
Act as the primary liaison for internal and external contacts, providing front-line customer service and general office support.
Coordinate scheduling for staff, educators, and departmental meetings; manage calendars and appointments.
Assist educators with program promotion, including flyers, brochures, media releases, and publication management.
Maintain and update CRM databases, including Salesforce, and assist with communications and volunteer management.
Track volunteer clearances and hours using Connect and Zsuites.
Assist with planning and setup for workshops, classes, and special events; manage meeting-space logistics and security requirements.
Support social media and website communications through Facebook, PLONE, and Twitter; draft and distribute press releases for Extension programs.