Administrative Assistant, Cumberland County

Penn State University • Cumberland County, ME

2d • $40,608 - $58,836 • Onsite

About The Position

Penn State Extension in Cumberland County is seeking an Administrative Assistant to support the daily operations of the Extension office. This position plays a central role in ensuring the smooth, efficient functioning of office activities and provides essential administrative, financial, and customer service support to educators, staff, and the public. The role requires strong organizational skills, attention to detail, and the ability to work both independently and collaboratively within a dynamic team environment.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Excellent communication, phone, organizational, and interpersonal skills.
• Strong attention to detail and the ability to manage multiple priorities and deadlines.
• Ability to exercise discretion when handling sensitive and confidential information.
• Demonstrated experience working in a team environment with strong collaboration skills.
• Ability to work independently, multitask, and prioritize workload in a fast paced, ever changing environment.
• Excellent grammar and proofreading skills.
• Advanced computer skills, particularly with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, and Office 365.
• Willingness to learn new financial and database accounting systems.
• Must demonstrate the ability to work independently.
• Follow procedures and guidelines established by Penn State Extension.
• A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Associate degree or higher preferred.
• Experience in financial management, bookkeeping, or office administration strongly preferred.
• Proficiency with Microsoft Office Suite and the ability to learn Penn State financial and administrative systems.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.

Responsibilities

• Provide overall support for Office Management and financial accounts following Penn State accounting procedures, processes, and information system for Cumberland and counties as assigned. This includes but not limited to monitoring budgets, processing office and educator’s expenditures, posting, receipting, making bank deposits and reconciling all payments.
• Oversee general office operations, including inventory management, mail distribution, and facility coordination.
• Support onboarding of new staff and assist with office-wide communication and workflow processes.
• Respond to public inquiries, provide information about Extension programs, and ensure a welcoming, professional office environment.
• Maintain office equipment, coordinate repairs, and manage service contracts.
• Perform other duties as assigned or requested.
• Provide administrative support to Extension educators, including scheduling, document preparation, and event coordination.
• Assist with registration, customer service, and logistics for workshops, meetings, and community events.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 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: High school or GED