Administrative Assistant

The Pennsylvania State University • University Park, FL

27d • Hybrid

About The Position

The Prevention Research Center (PRC) within the College of Health and Human Development is seeking a full-time Administrative Assistant to support the administrative functions of a variety of research projects.

Due to the operational needs of this position, the role works in a hybrid capacity. After a successful training and onboarding period, the selected candidate may be offered a hybrid work arrangement of up to 2 remote days per week, subject to departmental needs and approval.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• No prior relevant work experience required; previous relevant work experience accepted in lieu of education.
• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent attention to detail and ability to review documents for accuracy and policy compliance.
• Demonstrated experience coordinating calendars, meetings, travel arrangements, and administrative workflows.
• Strong communication and customer service skills with the ability to work collaboratively with faculty, staff, and students.
• Proficiency with Microsoft 365 tools including Outlook, Word, Excel, Teams, SharePoint, and OneDrive.

Nice To Haves

• Experience with Penn State’s core administrative systems or similar platforms is strongly preferred, including SIMBA (Penn State’s SAP-based financial system), Workday (HRIS), PSUbuy (SAP-based procurement platform), Microsoft Office Suite, eSteward (gifts and endowments), and ServiceNow (incident tracking).

Responsibilities

• Provide administrative support to multiple EPIS teams, including meeting coordination, office and facilities support, communication coordination, file maintenance, travel reimbursements, P-card reconciliation, training payments, and website/newsletter updates.
• Initiate financial tickets within ServiceNow for a variety of financial transaction for multiple projects at the PRC
• Provide support for scheduling travel arrangements and processing reports
• Create and maintain files and databases including direct oversight of PROSPER files
• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures
• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
• May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes
• May interview, train, and have indirect oversight of the work of other support staff, students, and wage payroll personnel
• This position will also serve as the lead for reception, greeting and assisting visitors, customers, and staff, while providing general office support including preparing documents and reports, maintaining records, scheduling meetings, organizing information, and coordinating calendars.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees