Administrative Assistant - PennTAP

Penn State University•University Park, IL

18d•$38,300 - $61,000•Hybrid

About The Position

The Pennsylvania Technical Assistance Program (PennTAP) is seeking an Administrative Assistant (Intermediate Support OR Senior Support level) to join their team. PennTAP's mission is to provide Pennsylvania companies with technical assistance and access to Penn State’s talented faculty and students to solve business challenges, aligning with Penn State's land-grant mission. The ideal candidate will be a well-rounded professional who thrives in a collaborative environment and can support, monitor, and grow PennTAP's services for small businesses.

Requirements

Proficient use of Microsoft Office products (Word, Excel, PowerPoint, Sharepoint, Teams, etc.).
Experience with SIMBA (or any financial system), SAPConcur (travel and expense reimbursement system), Salesforce, and Qualtrics is highly preferred.
Excellent interpersonal skills.
Excellent organizational skills.
Attention to detail.
Dedication to and understanding of the skills required to build relationships with diverse communities.
Demonstrated commitment to diversity, equity, and inclusion.
Strong proofreading skills.
Strong written communication skills.
Strong oral communication skills.
Strong customer service skills.
Ability to work on several tasks at once, while prioritizing appropriately in a fast-paced environment.
Demonstrated ability to take initiative.
Demonstrated ability to self-motivate.
Ability to work both independently and as part of a team.
Commitment to professional development, learning, and being mentored.
Applicants must be authorized to work in the U.S.

Nice To Haves

Experience with SIMBA (or any financial system).
Experience with SAPConcur (travel and expense reimbursement system).
Experience with Salesforce.
Experience with Qualtrics.

Responsibilities

Provide office management, maintain calendars of the Director and all staff across the Commonwealth.
Independently draft correspondence to office inquiries and make referrals to resource partners.
Participate in staff and team meetings, capturing action items and preparing minutes.
Maintain files and databases, ensuring completeness, accuracy, proper grammar, and formatting for external communication and reports.
Coordinate meeting logistics, including scheduling, material preparation, and agendas.
Assist with the collection of client data and preparation of reports for grant management.
Develop working knowledge of databases such as Constant Contact, Executive Pulse (DCED Statewide CRM Program), and Salesforce, including data entry, maintenance, and report generation.
Develop mastery in creating Salesforce reports.
Assist with the monthly webinar series, coordinate print orders, manage collateral inventories, and order promotional materials.
Support regional and statewide workshops and other events, and assist marketing staff as needed.
Assist with the development of PowerPoint presentations.
Process leads and prospects received via website or phone.
Provide financial support by processing financial transactions in SIMBA, Lion Marketplace, SAPConcur, etc.
Maintain inventories and purchase office supplies.
Complete registrations, memberships, and certifications as needed.
Process work orders, complete fleet/travel reservations, and register staff for events.
Assist with budget preparation.
Follow financial policies, prepare expense reports, process PO and Non-PO invoice requests, and submit confirmations.
Request and terminate purchasing cards, and submit contracts to the Procurement Office for review and payment.
Direct and oversee projects for a work-study student, providing guidance.
Review and approve timecards in WorkDay.