Administrative Assistant

Penn State University • University Park, IL

2d • $40,608 - $58,836 • Hybrid

About The Position

The Department of Animal Science is seeking to fill an Administrative Assistant position that will serve as the front desk coordinator and general administrative support person acting as the primary point of contact for departmental website and social media communications, visitors and inquiries, and department conference room and equipment use; as well as, provide administrative support to ensure the efficient operation of the Department by assisting staff and management with a variety of administrative tasks.
This position offers a flexible work arrangement that combines 2 days remote and 3 days required on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience
• None Required Certifications
• Applicants must be authorized to work in the U.S.

Responsibilities

• Serve as liaison with Finance Hubs to initiate and monitor financial transactions. Collect and organize documentation for purchasing card reconciliation and expense processing; upload receipts, invoices, and supporting documentation into University systems for review and approval.
• Update and maintain Department website, bulletins, and other informational directories. Gather information, coordinate, and regularly post to Department social media sites and electronic informational display boards/monitors within departmental buildings.
• Assist with the planning and coordination of events and moderately complex projects, including space reservations, itineraries, materials preparation, vendor communications, meal planning, and cross-team logistics.
• Assist with preparing materials for departmental and college newsletters, internal and external communications. Draft, review, and distribute internal and external correspondence and reports.
• Serve as primary point of contact for visitors, students, faculty, staff, and external partners. Greet visitors, provide information, and route inquiries as appropriate.
• Serve as the administrative contact for Department conference rooms, equipment, and OPP work orders for building and/or administrative offices/facilities. Main point of contact for keys, parking, and fleet reservations.
• Provide general administrative support, including coverage of staff absences, mail and packages, office ordering and inventory, and problem resolution with office equipment, while ensuring efficient workflow and adherence to institutional policies and procedures.

Benefits

• comprehensive medical coverage
• dental coverage
• 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: Entry Level
• Education Level: High school or GED