Part Time - Student Affairs - Administrative Assistant

Penn State University•Media, PA

About The Position

Penn State Brandywine is currently seeking a part-time Administrative Assistant in the Office of Student Affairs. Reporting to the Director of Student Affairs, this role provides critical administrative and project management support to the operations of the Office of Student Affairs and helps to anchor our inclusive approach to campus engagement, belonging, and retention. In addition to supporting the Director of Student Affairs, the Administrative Assistant will coordinate front-end student and department operations and provide project management support and coordination to 4 full-time professional staff members.

Requirements

Ideal candidates will demonstrate proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
For full consideration, please submit a completed application, resume, and cover letter.
This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

Nice To Haves

Prior experience in administrative support, event coordination, financial operations, and payroll processing is highly preferred.

Responsibilities

Coordinate front-end department operations by delivering an excellent guest experience to all members of the campus community—including answering the main department telephone, directing calls and messages, and responding to email, in-person, and online inquiries about department services.
Under the direction of the Director, or their designee, coordinate the selection, training, evaluation, scheduling, and payroll approval of student employees in the Office of Student Affairs. Maintain guidelines and day-to-day operations for all student employees.
Schedule and confirm calendar appointments for the Director of Student Affairs and other department professional staff, as needed, using Microsoft Outlook.
Coordinate department meetings and prepare meeting materials including agenda development, presentation slides, participant correspondence, and refreshments.
Prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensure correctness in formatting, spelling and grammar.
Screen and distribute department mail, packages, and documents accordingly.
Attend and provide logistical support to a limited number of high-level department events or meetings—occasionally occurring in the evening or on the weekend outside of normal business hours, including Orientation, Commencement, End of Year Banquets, and other fundraising initiatives.
Organize and maintain all hard copy and electronic departmental files.
Coordinate the proper maintenance of all office equipment and order supplies within budget parameters, as needed.
Reconcile purchasing card transactions for departmental staff.
Process department purchases through purchase orders and online purchases.
Serve as a SIMBA system liaison, generating financial reports as requested.
Prepare and submit reimbursement reports for departmental staff including travel-related expenses and receipt tracking.
Assist with the scheduling and tracking of student conduct cases and sanctions using Maxient, the institution’s case management platform.
Assist with the processing of event contracts for department and student organization events, meetings, and other relevant initiatives.
Assist with travel planning for department staff and student organization leaders.
Support budget maintenance, reconciliation, and reporting activities for the Student Initiated Fee (SIF) and Student Facility Fee (SFF) Committees in collaboration with department staff.
Post and manage jobs in the HRIS, Workday, and assist with onboarding all new part-time hires.
Submit facility, IT, and maintenance requests for department and student organization events, meetings, and other relevant activities.
Update all department webpages and online portals, as needed
Complete other duties assigned to support departmental objectives.