Administrative Assistant - Department of Biobehavioral Health

Penn State University • University Park, IL

1d • Hybrid

About The Position

The Department of Biobehavioral Health is seeking an administrative assistant. This role will provide day-to-day administrative and operational support for the Department of Biobehavioral Health (BBH) in the College of Health and Human Development. The position supports departmental leadership, faculty, and graduate students by managing administrative processes, coordinating travel and meetings, assisting with budgets, and ensuring departmental workflows run efficiently. The position is highly collaborative and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in an academic environment.

Requirements

• Experience with expense tracking in SAP Concur or similar financial systems.
• Strong attention to detail and the ability to review documents for accuracy and compliance.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience coordinating calendars, meetings, and travel arrangements.
• Proficiency with Microsoft 365 tools including SharePoint, OneDrive, Outlook, Word, Excel, and Teams.
• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
• If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

Responsibilities

• Travel & Expense Coordination Coordinate travel logistics for faculty and graduate students, including booking through SAP Concur and Anthony Travel.
• Assist with completing SAP/Concur forms for travel and group meals.
• Track expenses and support financial documentation processes.
• Verify receipts and ensure compliance with university reimbursement policies.
• Review documentation for accuracy and ensure submission deadlines are met.
• Assist the BBH leadership team with managing budgets related to general funds, research grants, contracts, and endowments.
• Data & Reporting Prepare reports and materials to support departmental leadership Track departmental workflows and commitments to ensure processes remain efficient and up to date.
• Monitor and initiate financial transactions, track expenditures, assist in managing budgets for general funds, research grants, contracts and endowments.' Administrative & Operational Support Prepare documents, reports, presentations, summaries, contracts, and proposals.
• Schedule meetings, coordinate calendars, and reserve meeting spaces.
• Greet and assist visitors to the department.
• Manage general office and departmental administrative needs.

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: Associate degree
• Number of Employees: 5,001-10,000 employees