Administrative Assistant, College of the Liberal Arts

Penn State University•University Park, IL

1d•$40,608 - $58,836•Onsite

About The Position

The departments of Communication Arts and Sciences, Philosophy, and Applied Linguistics are seeking a highly visible, front-facing Administrative Assistant to provide exceptional customer service and support to faculty, staff, students, and visitors. This exciting role offers the opportunity to work at the heart of three dynamic academic departments each with unique faculty, students, and activities. It’s a position that blends independent problem-solving with teamwork, allowing you to make a real impact on the day-to-day functioning of the departments. The Administrative Assistant will work fully on-site, Monday through Friday, at Penn State’s University Park Campus.

Requirements

Minimum of one year of administrative or office support experience
Outstanding organizational skills with high attention to detail and accuracy
Excellent interpersonal, verbal, and written communication skills, with the ability to interact professionally and effectively in person, by phone, and electronically
Willingness to learn university-specific systems
Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a busy academic environment
Excellent customer service orientation, with a commitment to providing courteous and responsive support; inclusive and respectful when working with and supporting others.
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience
Applicants must be authorized to work in the U.S.

Nice To Haves

Proficiency with Microsoft 365, including Word, Excel, Outlook, and Teams.

Responsibilities

Greet and assist faculty, staff, students, and visitors in person, by phone, email, and on Microsoft Teams.
Assist the Events Assistant with logistical and administrative support for department events and visiting speakers (e.g., travel and lodging arrangements, correspondence, itineraries).
Manage office supplies, copiers, textbook orders, and conference or membership purchases.
Submit and track facilities work orders through Maximo and follow up on completion.
Sort and deliver department mail and packages between mailrooms.
Maintain department calendars, directories, databases, and listservs; coordinate conference room scheduling.
Assist with website updates and create social media content.
Purchase and complete financial reconciliation for all faculty and graduate student travel arrangements (flights, hotel, conference registrations).
The Administrative Assistant will work both independently and collaboratively, utilizing organizational and multi-tasking skills to complete the above responsibilities.