Administrative Assistant (Physics - C-TEQ)

The Pennsylvania State University • University Park, FL

1d • $38,300 - $61,000

About The Position

The Center for Theory of Emergent Quantum Matter (C-TEQ), part of the Institute for Computational and Data Sciences (ICDS) Quantum Hub, is hiring an administrative assistant (intermediate or senior support based upon qualifications) serving as the Assistant to the Director and to support its launch and ongoing operations of this new center. This position supports C-TEQ by managing administrative workflows, coordinating personnel and visitor processes, managing calendars and events, and maintaining financial and outreach systems that enable research and collaboration. The ideal candidate is highly organized, detail-oriented, and able to work collaboratively across a diverse academic community.

Requirements

• Coordinating and scheduling appointments for senior staff members, committees, meetings, etc.
• High level of proficiency with Microsoft Office 365 programs such as Outlook, Word, and Excel
• Organizational skills with attention to detail and accuracy
• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Familiarity with Zoom, Microsoft Teams, OneDrive, and SharePoint
• Experience with Penn State systems (SIMBA, SAP Concur, 25Live, Pure, SciVal)
• Ability to manage time and projects independently
• Capacity to handle confidential information and time-sensitive tasks
• Ability to quickly learn new administrative systems and databases

Responsibilities

• Provide administrative support to the Center Director, faculty, postdocs, graduate students, and visitors
• Manage calendars and coordinate meetings for the Director and seminar/conference rooms
• Process postdoc hires, separations, and contingent worker records using Workday and WorkLion
• Administer the visitor program: prepare invitation letters, advise on visa types, initiate visa applications via iStart, and guide visitors through PSU policies and housing logistics
• Organize and execute logistics for seminars, workshops, conferences, and receptions
• Establish and maintain office procedures and ensure compliance with university record retention policies
• Track and reconcile budgets using SIMBA; prepare financial reports and assist with proposal budgeting
• Process travel arrangements, purchasing, and expense reports; support faculty and students with SAP Concur
• Assist with proposal preparation by providing cost estimates and financial documentation
• Maintain center web pages and outreach materials; design and update interactive forms
• Promote center events through social media (LinkedIn, Instagram) and bulletin boards

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: Associate degree
• Number of Employees: 5,001-10,000 employees