Administrative Assistant

The Pennsylvania State University•University Park, FL

27d•Hybrid

About The Position

The Department of Agricultural Economics, Sociology, and Education (AESE) and the Northeast Regional Center for Rural Development (NERCRD) in Penn State’s College of Agricultural Sciences are seeking an Administrative Assistant to oversee and perform daily operations for the Center and initiate expenses for AESE. The NERCRD is located within AESE, and the position supports both areas. The position works a hybrid schedule, both remotely and on campus, and is funded for 12 months. Continuation beyond 12 months depends on university need, performance, and/or funding availability. For NERCRD, the assistant monitors grants and processes expenses, prepares financial reports, helps prepare grant applications, maintains records, and assists with budget projections. The role ensures expenses are charged to the correct budgets and supports compliance with College, University, and sponsor policies and procedures. It also coordinates payments and other support details with internal and external university partners. The position schedules and coordinates recurring conference calls and occasional meetings and workshops across the Northeast. Duties include arranging venues, lodging, and technical support; supporting event logistics; reviewing contracts; coordinating agreements and payments; communicating with attendees and speakers; and preparing agendas, presentations, and handouts. The assistant maintains relationships with NERCRD board and advisory committee members and university and regional-center colleagues. For AESE, the assistant works with a team to initiate SAP Concur reports, purchase orders, non-purchase orders, invoices, and deposits for faculty, staff, and graduate students.

Requirements

Ability to track and coordinate multiple projects.
Ability to work independently and function effectively as part of a team.
High school diploma or GED, or equivalent relevant education in lieu of experience.
At least 2 years of relevant experience, or relevant education accepted in lieu of experience.

Nice To Haves

Knowledge of University, sponsor, and departmental policies, procedures, and systems, including SIMBA, Workday, SAP Concur, and SIMS.

Responsibilities

Monitor grants and ensure spending and expenses are processed accurately.
Prepare quarterly and annual financial reports for sponsors and the Board of Directors.
Assist with preparing grant applications, including the annual Center grant.
Maintain records and assist with budget projections.
Ensure expenses are charged to the correct budgets and support compliance with College, University, and sponsor policies and procedures.
Coordinate with internal and external partners on support payments and related expense details, including subcontracts, consultants, travel, supplies, and salary.
Schedule and coordinate monthly conference calls, and take and distribute minutes.
Coordinate occasional meetings and workshops in various locations and formats throughout the Northeast.
Arrange meeting space, hotel rooms, and technical or IT support.
Assist colleagues with logistics and preparation for conferences, meetings, workshops, and webinars.
Review hotel and conference-center contracts; work with the procurement office and PSUbuy on contract agreements, deposits, and final meeting invoices.
Coordinate meeting arrangements with hotel managers and communicate with stakeholders, speakers, and guests about attendance, lodging, travel, and required paperwork.
Help prepare meeting agendas, presentations, and handouts.
Maintain positive relationships with NERCRD board and advisory committee members and regional-center and College faculty and staff.
Work with a team to initiate SAP Concur reports, purchase orders, non-purchase orders, invoices, and deposits for AESE faculty, staff, and graduate students.