Administrative Assistant

Penn State University • University Park, IL

22d • $40,608 - $58,836 • Hybrid

About The Position

The Penn State Department of Food Science in the College of Agricultural Sciences is seeking an energetic, organized, and service-oriented Administrative Assistant (Intermediate Support) to join our team. This position provides essential administrative and operational support to the department and serves as an important liaison between faculty, staff, students, University service centers, and external stakeholders. The successful candidate will support a broad range of departmental activities, with primary responsibilities in financial transactions, part-time employee recruitment and payroll administration, departmental events and seminars, office operations, communications, and customer service. The position requires strong attention to detail, excellent organizational and communication skills, and the ability to manage multiple priorities while following University policies and procedures.

Requirements

• Strong interpersonal, written, and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to work independently while contributing effectively as part of a team.
• Ability to interpret and communicate information clearly and accurately.
• Intermediate problem-solving skills and the ability to apply established policies and procedures to routine administrative situations.
• Commitment to providing professional and responsive customer service to a diverse group of faculty, staff, students, and external stakeholders.
• Ability to handle confidential and sensitive information appropriately.
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience

Nice To Haves

• Experience working in a higher education or complex administrative environment.
• Experience with financial transactions, purchasing, travel reimbursements, or budget-related activities.
• Experience with Workday or other human resources/payroll systems.
• Experience supporting events, seminars, meetings, or departmental programs.
• Experience managing social media or other departmental communications.
• Experience with Penn State systems such as Workday, Worklion, SIMBA, SAP Concur, PSUbuy, and ServiceNow.
• Proficiency with Microsoft Office and Adobe applications.

Responsibilities

• Serve as a liaison between the Department of Food Science and University financial service hubs by initiating and processing routine financial transactions through university systems and ServiceNow.
• Prepare and submit purchasing card reconciliations, travel expense reports, non-catalog purchase orders, and Procurement Assistance Requests.
• Initiate invoices and provide administrative support for financial transactions associated with departmental service centers, including the Sensory Evaluation Center and the E. coli Reference Center.
• Collect, organize, and maintain financial and operational records to support departmental reporting and administrative activities.
• Ensure transactions and administrative processes are completed accurately and in accordance with university policies and procedures.
• Coordinate the creation, posting, and maintenance of part-time job requisitions in Workday.
• Work with supervisors to gather position information, monitor hiring activity, and facilitate updates to job postings.
• Assist with the administrative components of the hiring and onboarding process, including moving candidates through appropriate stages and tracking new-hire activities.
• Enter wage updates and terminations in Workday as needed.
• Maintain accurate records of wage-payroll appointments, with particular attention to appointments charged to sponsored funding.
• Provide administrative and logistical support for departmental seminars, meetings, workshops, and special events.
• Coordinate travel arrangements and itineraries for seminar speakers and other visitors.
• Arrange refreshments and hospitality items and assist with event logistics.
• Create seminar flyers and promotional materials and distribute weekly seminar announcements and reminders.
• Coordinate with faculty, staff, students, vendors, and other stakeholders to support successful departmental programs.
• Manage departmental office supply inventory by monitoring usage, maintaining organized storage areas, and ordering supplies through PSUbuy.
• Evaluate routine office supply needs and coordinate purchasing activities to support efficient and cost-effective operations.
• Maintain organized departmental records, files, and administrative information.
• Provide general administrative support to promote an efficient and professional office environment.
• Develop, create, and maintain content for departmental social media platforms, including Facebook, LinkedIn, and Instagram.
• Collaborate with department leadership and faculty to promote departmental programs, events, student achievements, research accomplishments, and other initiatives.
• Prepare and distribute timely communications and promotional materials that support departmental outreach and engagement.
• Serve as a primary point of contact for visitors, faculty, staff, students, and external stakeholders.
• Provide professional front-desk coverage by greeting visitors, answering and directing telephone calls, distributing incoming mail and packages, and responding to general inquiries.
• Appropriately direct questions and requests to the appropriate departmental or University resource.
• Provide exceptional customer service while handling sensitive and confidential information with discretion.
• Maintain current knowledge of university systems, policies, procedures, and processes relevant to assigned responsibilities.
• Pursue professional development opportunities to expand knowledge and skills and better support the department, College, and University.
• Participate on departmental committees and assist with special projects as requested.
• Perform other duties as assigned.

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: Mid Level
• Education Level: High school or GED