Part-Time Administrative Assistant

Penn State University•Clarion County, PA

11d•Onsite

About The Position

Penn State Extension in Clarion County is hiring a part-time Administrative Assistant to support the smooth and efficient daily operation of its offices. The position works three days a week in the Clarion Office and collaborates with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators, and other Administrative Support Assistants. The role provides administrative support for county Extension programs and events, including 4-H and Master Gardener volunteer programs. It also supports customer service and customer relationships, office communications, multimedia product development, publications, and other clerical and administrative needs. The position is based at the Penn State Extension Clarion County office at 160 Amsler Avenue, Suite 1, Shippenville, PA 16254. The employee must maintain a professional appearance and represent Penn State and the county Extension office professionally, exercise sound judgment, and follow Penn State Extension procedures. The position may require temporarily or occasionally covering duties of other office support staff across a multi-county area. Required clearances include Pennsylvania State Police Criminal Background Check, Pennsylvania Child Abuse History Clearance, and Federal (FBI) Fingerprint Criminal Background Check. Operating a motor vehicle is part of the job; a valid driver’s license and successful motor vehicle records check are required, in addition to standard background checks.

Requirements

Typically requires at least 1 year of related experience and a high school diploma or higher, or an equivalent combination of education and experience; candidates without a high school diploma will not be considered.
Excellent communication, telephone, organizational, and interpersonal skills.
Attention to detail and ability to manage multiple priorities and deadlines.
Ability to use discretion when handling sensitive and confidential information.
Ability to work both as part of a team and independently, follow established procedures, multitask, and prioritize workload in a fast-paced, changing environment.
Excellent grammar and proofreading skills and advanced computer skills, specifically Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office 365, and Penn State’s Salesforce web-based customer relationship management software.
Must maintain a professional appearance, represent Penn State University and the county Extension office professionally, and exercise sound professional judgment.
Must be able to assume temporary or occasional duties of other office support staff across a multi-county area as needed.
Required clearances: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.
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.

Nice To Haves

Proficiency in internet searches, file formatting, document retrieval, and email is strongly preferred.
Experience in a team environment with excellent team skills.

Responsibilities

Support county Extension program and event coordination, including administrative support for 4-H and Master Gardener volunteer programs.
Provide customer service and customer relationship support.
Help coordinate office communications, multimedia product development, and publications.
Serve as receptionist or first-line liaison to internal and external customers and provide general office support.
Greet customers, answer telephones, provide directions or information, and resolve routine issues; communicate standard information about services, processes, and procedures.
Schedule and cancel appointments and meetings.
Assist educators with event planning and coordination, including facility scheduling, facility contract management, and event logistics.
Maintain educational resource and publication files and order publications as needed.
Maintain Customer Relationship Management program files and Salesforce databases; help generate, prepare, and distribute mass mailings.
Assist with setup for off-site workshops, classes, council meetings, and special events as assigned.
Assist Extension Educators with maintaining and filing documents and reports for grant programs.
Provide clerical and administrative support to 4-H and Master Gardener volunteer programs, including registrations, volunteer compliance tracking, annual 4-H enrollment processing, expense voucher preparation, and invoicing.
Temporarily or occasionally assume duties of other office support staff as needed across a multi-county area.
Perform other assigned or requested duties.