Administrative Assistant, Housing Assignment Unit

The Pennsylvania State University•University Park, FL

1d•Onsite

About The Position

The Pennsylvania State University Housing Assignment Office is seeking an Administrative Assistant to provide customer service to current and prospective students and their families. The office manages on-campus housing at University Park for more than 14,000 residents. The position performs complex tasks with minimal supervision and requires sound judgment when handling sensitive and confidential information, the ability to manage multiple tasks and deadlines, and an appreciation for working with diverse audiences in a team environment. Normal work hours are on-site, Monday through Friday, 8:00 a.m. to 5:00 p.m. Additional evening and weekend work may be required as necessary for Housing and Admissions events. A limited flexible work arrangement may be available, but approval of remote or hybrid work is not guaranteed. Employment requires successful completion of background checks, and applicants must be authorized to work in the United States; Penn State does not sponsor staff employment visas.

Requirements

High school diploma or GED; relevant education may be accepted in lieu of experience.
At least 2 years of relevant experience, unless substituted by relevant education.
Excellent written and verbal communication skills.
Ability to use good judgment when handling sensitive and confidential information.
Ability to manage multiple tasks and deadlines.
Ability to work with diverse audiences in a team environment, with a genuine appreciation for doing so.
Excellent skills using Microsoft Office programs, including Word, Excel, and PowerPoint.
Authorization to work in the United States.

Responsibilities

Answer telephone calls, greet visitors, and refer them as appropriate.
Manage the Housing Assignment Office email inbox, monitoring and responding to messages promptly and accurately.
Process and track housing accommodation requests and maintain the approved accommodations database.
Generate and process daily reports using University systems such as LionPATH, eLiving, and iTwo.
Create and maintain files, databases, and reports.
Process payments through the Point-of-Sale system.
Respond to routine and moderately complex questions and issues about unit and University policies, processes, and procedures, while ensuring adherence to FERPA guidelines.
Contact University departments and units to help address student inquiries.
Represent Housing at Admissions or Housing events.
Assist with website content and maintain web pages; review marketing materials.
May assist with supervising and training students and assigned support staff.
Support the planning and coordination of moderately complex projects.
Serve on committees and prepare agendas, take minutes, and compose them.
Serve as a resource to others on office equipment, software applications, and information-processing procedures.
May act as or support the facilities coordinator and manage keys and key inventory.