Administrative Assistant

The Pennsylvania State University • University Park, FL

20d

About The Position

The College of Engineering is seeking applicants for the position of Administrative Assistant. The Harold and Inge Marcus Department of Industrial and Manufacturing Engineering in Penn State’s College of Engineering is seeking a motivated, highly organized, detail-oriented, and reliable Administrative Assistant to join our team. The ideal candidate will be efficient and a proactive problem solver, with the ability to multitask, handle confidential and time-sensitive deadlines by prioritizing tasks effectively. This full-time position will engage with faculty, staff, students, and external personnel, which requires excellent communication, interpersonal, and organizational skills. Key responsibilities include:
Finance-related Tasks Serve as primary “initiator” for financial-related tasks by collecting and compiling all necessary back-up documentation for all financial-related transactions from faculty, staff, students, and external guests, ensuring accuracy and completeness. Perform P-Card maintenance requests, purchase items on behalf of others, and assist with travel arrangements and reimbursements for guests. Serve as budget approver in SAP/Concur for goods & service-related expense reports submitted through Finance OST Hubs for accuracy, completeness, funds availability, etc. Perform account reporting functions through SIMBA. Liaise with Proposal and Awards Generalist for department-level grant support, ensuring compliance with expenditures and closeout transactions. Assist with cost calculations and validation of expenditures. Human Resources-related Processing Manage and maintain wage payroll and postdoctoral scholar hiring from start to finish. Receive requests, create job requisitions, move candidates forward through hire and communicate departmental onboarding information. Manage appointment end dates, reappointments, appointment changes/transfers or terminations as needed. Process, track and monitor departmental VISA cases, working in conjunction with Penn State’s Global Programs. Follow strict protocol and deadlines to ensure compliance. Manage visiting interns and scholars from start to finish such as invitation letters, iStart processing, on-campus check-ins and other related requirements. May assist with faculty recruiting and reappointments, SUPP pay processing and other HR-related administrative tasks. General Administration Provide general administrative support such as managing conference spaces, maintaining departmental award plaques, copiers and office supplies. Handle Fleet vehicles, Mail Meter and maintain sponsored Office 365 accounts. Assist with planning and coordinating departmental events and meetings. Create fliers or advertisements for IME-related organizations such as PSIMES, IISE, Alpha Pi Mu, METAL Bootcamps and others. Coordinate and track department-level marketing efforts and expenditures. Submit web update requests to CoE Marketing/Communications portal. Serve as the Department’s accessibility champion to ensure course, web, social media and marketing materials conform to accessibility requirements. Manage the retention of departmental files (paper and electronic), coordinating with the central records team as needed to ensure compliance and proper labeling. Assist with the organization and retention schedule for electronic/Teams files, along with other duties as assigned.

Requirements

• 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 of Penn State’s policies and procedures, along with experience in Microsoft O365 Suite (i.e. Outlook, Word, Excel, etc.), SIMBA, SIMS, WorkLion/Workday, and 25Live is desired.

Responsibilities

• Serve as primary “initiator” for financial-related tasks by collecting and compiling all necessary back-up documentation for all financial-related transactions from faculty, staff, students, and external guests, ensuring accuracy and completeness.
• Perform P-Card maintenance requests, purchase items on behalf of others, and assist with travel arrangements and reimbursements for guests.
• Serve as budget approver in SAP/Concur for goods & service-related expense reports submitted through Finance OST Hubs for accuracy, completeness, funds availability, etc.
• Perform account reporting functions through SIMBA.
• Liaise with Proposal and Awards Generalist for department-level grant support, ensuring compliance with expenditures and closeout transactions.
• Assist with cost calculations and validation of expenditures.
• Manage and maintain wage payroll and postdoctoral scholar hiring from start to finish.
• Receive requests, create job requisitions, move candidates forward through hire and communicate departmental onboarding information.
• Manage appointment end dates, reappointments, appointment changes/transfers or terminations as needed.
• Process, track and monitor departmental VISA cases, working in conjunction with Penn State’s Global Programs.
• Manage visiting interns and scholars from start to finish such as invitation letters, iStart processing, on-campus check-ins and other related requirements.
• May assist with faculty recruiting and reappointments, SUPP pay processing and other HR-related administrative tasks.
• Provide general administrative support such as managing conference spaces, maintaining departmental award plaques, copiers and office supplies.
• Handle Fleet vehicles, Mail Meter and maintain sponsored Office 365 accounts.
• Assist with planning and coordinating departmental events and meetings.
• Create fliers or advertisements for IME-related organizations such as PSIMES, IISE, Alpha Pi Mu, METAL Bootcamps and others.
• Coordinate and track department-level marketing efforts and expenditures.
• Submit web update requests to CoE Marketing/Communications portal.
• Serve as the Department’s accessibility champion to ensure course, web, social media and marketing materials conform to accessibility requirements.
• Manage the retention of departmental files (paper and electronic), coordinating with the central records team as needed to ensure compliance and proper labeling.
• Assist with the organization and retention schedule for electronic/Teams files, along with other duties as assigned.

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: High school or GED
• Number of Employees: 5,001-10,000 employees