Administrative Assistant

Penn State University • University Park, IL

2d • $40,608 - $58,836 • Hybrid

About The Position

The Department of Agricultural Economics, Sociology, and Education (AESE) and the Northeast Regional Center for Rural Development (NERCRD) in the College of Agricultural Sciences is seeking an Administrative Assistant to oversee and perform daily operations for the Center and initiate expenses for the Department of AESE. The NERCRD is located within AESE, and this position will assist both areas.

NERCRD duties include:
Monitor grants to ensure spending and expenses are processed accurately; prepare quarterly and yearly financial reports for sponsor and Board of Directors; and assist with preparing grant applications, including the annual Center grant.
Maintain records and assist with budget projections.
Ensure that all expenses are charged to the correct budget(s).
Work independently and with team to ensure compliance with College, University and sponsor policies, including being knowledgeable and up to date on processes and procedures.
Work with partners, internal and external to university on specifics of support payments-expense details, subcontract, consultant, travel, supplies, salary, etc.
Schedule and coordinate multiple monthly conference calls, taking and distributing minutes.
Coordinate occasional (1-2 annually) meetings and workshops in various locations and formats throughout the Northeast.
Reserve meeting space, hotel rooms, and technical/IT support.
Assist project colleagues with logistics and preparation for conferences/meetings/workshops/webinars.
Review hotel/conference center contracts.
Work with procurement office, PSUbuy to execute/authorize contract agreements, authorize deposits and fulfill payment of final meeting invoices;
Coordinate all aspects of the meeting with hotel manager.
Correspond with stakeholders, speakers and guests for meeting attendance, lodging accommodations, travel arrangements and other required paperwork.
Help to prepare agendas, presentations, and handouts for meetings.
Maintain positive relationships with NERCRD Board of Directors and Technical Advisory Committee members, Regional Rural Development Center faculty and staff, faculty and staff within the College of Agricultural Sciences.

AESE duties include:
Work as part of a team to initiate SAP Concur reports, purchase orders, non-purchase orders, invoices and deposits for faculty, staff, and graduate students.

Requirements

• Knowledge of University, sponsor and departmental policies, procedures and systems-SIMBA, Workday, SAP Concur and SIMS-are necessary
• Ability to track and coordinate multiple projects is required
• Ability to work well independently and also to function effectively in a team setting
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience
• Applicants must be authorized to work in the U.S.

Responsibilities

• Monitor grants to ensure spending and expenses are processed accurately
• Prepare quarterly and yearly financial reports for sponsor and Board of Directors
• Assist with preparing grant applications, including the annual Center grant
• Maintain records and assist with budget projections
• Ensure that all expenses are charged to the correct budget(s)
• Work independently and with team to ensure compliance with College, University and sponsor policies, including being knowledgeable and up to date on processes and procedures
• Work with partners, internal and external to university on specifics of support payments-expense details, subcontract, consultant, travel, supplies, salary, etc.
• Schedule and coordinate multiple monthly conference calls, taking and distributing minutes
• Coordinate occasional (1-2 annually) meetings and workshops in various locations and formats throughout the Northeast
• Reserve meeting space, hotel rooms, and technical/IT support
• Assist project colleagues with logistics and preparation for conferences/meetings/workshops/webinars
• Review hotel/conference center contracts
• Work with procurement office, PSUbuy to execute/authorize contract agreements, authorize deposits and fulfill payment of final meeting invoices
• Coordinate all aspects of the meeting with hotel manager
• Correspond with stakeholders, speakers and guests for meeting attendance, lodging accommodations, travel arrangements and other required paperwork
• Help to prepare agendas, presentations, and handouts for meetings
• Maintain positive relationships with NERCRD Board of Directors and Technical Advisory Committee members, Regional Rural Development Center faculty and staff, faculty and staff within the College of Agricultural Sciences
• Initiate SAP Concur reports, purchase orders, non-purchase orders, invoices and deposits for faculty, staff, and graduate students

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