Administrative Assistant

Penn State University • University Park, IL

5d • $46,400 - $67,300

About The Position

The Office of the University Registrar is seeking an Administrative Assistant to join our team. This position provides a high level of direct administrative support for the Assistant Vice President for Enrollment Management and University Registrar. The position will also provide administrative support to three Associate Registrars. This position is filled at the Supervisor level.

Requirements

• Ability to work in a team-based environment
• Strong organizational and time-management skills
• Ability to multi-task and to prioritize appropriately and meet required deadlines
• Possess strong problem-solving skills
• Excellent communications skills including interpersonal, written, and oral
• Possess excellent attention to detail and work independently
• Knowledge of university policies relating to students, human resources, safety, financial, payroll, administrative, purchasing, travel and facilities
• Exceptional phone and customer service skills
• Create and maintain excellent collaborative working relationships with other university staff at all levels
• Ability to learn, understand and manage State and Federal laws relating to student data and subpoenas
• Possess excellent skills in Microsoft office products, particularly Word and Excel.
• Have or be willing to acquire Notary Services certification.
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Knowledge of Ariba, PSUBuy, LionPATH, Work Lion, and Penn State travel policies.

Responsibilities

• Assist in the performance of complex tasks and responsibilities
• Work with and manage sensitive and confidential information
• Address and resolve inquiries related to office functions
• Work with the Leadership Team and other staff to create and maintain a productive and positive office work environment and culture
• Oversee, maintain, and monitor budgets for office and reconciliation of all budget transactions, prepare periodic reports, and support time record keeping functions in Work Lion
• Manage the Assistant Vice President for Enrollment Management and University Registrar’s complex calendar and coordinate travel arrangements and reimbursements, including those for the Associate Registrars
• Coordinate and process confidential matters
• Coordinate and manage all functions of conference planning for Campus Registrar meetings and other events
• Serve as unit contact for Human Resources, Finance, and maintaining and ensuring confidentiality of student records as it pertains to the Family Educational Rights & Privacy Act (FERPA)
• Supervisory responsibilities

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: Manager
• Education Level: Associate degree