The Pennsylvania State University-posted 11 days ago
Full-time • Entry Level
Hybrid • University Park, FL
5,001-10,000 employees

The Department of Political Science and School of Public Policy are seeking a customer-focused Administrative Assistant to primarily assist with event coordination and financial document processing. This position will work with faculty, guest speakers, and vendors to plan events, such as lectures, conferences, and award ceremonies, throughout the year (including during the summer semester), and handle various financial submissions and document processing. The Administrative Assistant will also serve as communication specialist for the Center for Social Data Analytics (C-SoDA). This will involve managing listserv creation, website updates, and working with the Director of C-SoDA to create brief articles and stories for social media. Working both independently and collaboratively in this role, the Administrative Assistant will support others on their administrative team as needed. This can include receptionist duties, scheduling conference rooms, ordering office supplies, and sorting/distributing mail.

  • Serve as the main point of contact for faculty to coordinate their event logistics (e.g., coordinate dates and itineraries, discuss potential speakers and event space)
  • Effectively work with outside vendors on registration, secure the necessary contracts for event space use
  • Assist visitors with travel arrangements and reimbursement, which can include international travel and visa paperwork
  • Work with department management on the events' budgets and expense tracking
  • Ensure smooth execution of conferences and events by attending the start to verify that all arrangements are in place, including attendee registration, room setup, food delivery, and presentation readiness
  • Assist in the publicity of events via listservs, poster distribution, and social media by creating graphics, posters, banners, and other promotional materials in Canva; obtain necessary design approvals prior to distribution
  • Process honorariums as requested by faculty, which may include detailed communication with speakers and coordination with purchasing and finance teams
  • Review invoices for accuracy and address any discrepancies with vendors
  • Assist with non-event related financial document processing
  • Review and log expenditures; track use of funds and fund balances
  • Support faculty hiring searches (e.g., organizing search materials, scheduling interviews, preparing correspondence)
  • Managing listserv creation
  • Website updates
  • Working with the Director of C-SoDA to create brief articles and stories for social media
  • Receptionist duties
  • Scheduling conference rooms
  • Ordering office supplies
  • Sorting/distributing mail
  • Excellent communication (both verbal and written) and interpersonal skills
  • Ability to stay organized with a high attention to detail and accuracy while multi-tasking
  • Outstanding problem-solving skills
  • Basic proficiency with Microsoft Office 365
  • Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience accepted (If filled as Administrative Assistant - Senior Support)
  • General Equivalency Diploma (GED) or High School (HS) and 2+ years of relevant experience; or an equivalent combination of education and experience accepted (If filled as Administrative Assistant - Intermediate Support)
  • Applicants must upload a resume and cover letter
  • 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.
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