Administrative Assistant – Penn State Ag Progress Days Facility

Penn State University • University Park, IL

6d • Hybrid

About The Position

The College of Agricultural Sciences at Penn State is seeking a dynamic and experienced individual to serve as an Administrative Assistant for the Ag Progress Days (APD) Office. The position requires advanced knowledge of business operations oversight, including expertise in financial operations. This position will also assist the APD manager in coordination of all aspects of facilitating key college-level events that are hosted at APD. These include the annual Ag Progress Days event, the largest outdoor agricultural exposition and educational event on the east coast held in August with over 400 exhibitors and an attendance of over 45,000. Additionally, this site hosts the biannual Timber Show in July as well as a number of smaller events throughout the year.

Requirements

• Experience and proficiency in SAP Concur, Microsoft Office (Outlook, Word, Excel, SharePoint/OneDrive/Teams) and Zoom is required.
• This position will require the development of skills to become proficient in the APD specialized vendor registration system.
• Associate's degree and 4+ years of relevant experience, or an equivalent combination of education and experience.
• Must be highly motivated, organized, and detail-oriented, with professional written and verbal communication skills, excellent interpersonal skills, experience in event management, including business administration, and a teachable spirit.
• Able to work as both a member of a team as well as independently to support program and event coordination at the Ag Progress Days Facility.
• Seeking passionate candidates who bring a strong connection to the agricultural sector, whether through direct professional experience or indirect industry exposure.

Nice To Haves

• SIMBA experience is highly preferred.
• Knowledge of AutoCAD is preferred.

Responsibilities

• Schedule and coordinate use of APD facility and meeting spaces with internal and external groups year-round, executing indemnification agreements and facility reservation contracts following university policies.
• Provide administrative support for the 18 farm residences managed by CoAS by tracking payments and lease agreements.
• Coordinate committee meetings, aid in agenda setting and recording minutes in support of program initiatives.
• Develop event budgets, track expenses, and create reports within the master account system and process financial transactions using university systems such as SIMBA and SAP Concur.
• Manage the exhibitor registration process, sponsorships, and donations using a specialized vendor registration system and track payment.
• Develop official event program content, oversight of event promotion in print and digital formats using university systems such as Workfront and updating the APD website.
• Process part-time wage payroll employees in Workday.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• Generous 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: Associate degree