Administrative Assistant, College of the Liberal Arts

The Pennsylvania State University•University Park, FL

13d•Onsite

About The Position

The Office of the Dean in the College of the Liberal Arts is seeking a customer-focused Administrative Assistant . The Administrative Assistant will coordinate the day-to-day administrative activities of the Office of the Dean, providing support to not only the Dean, but also the Associate Deans and the Dean’s staff. Key Responsibilities : Serve as the first point of contact for customers, visitors, and telephone inquiries; process incoming mail. Provide calendar support for the Dean, Executive Assistant, Facilities Manager, and Events Manager. Provide support to the college’s Human Resources unit as requested. Organize annual budget meetings and compile necessary documentation. Order and maintain office supplies inventory. Other responsibilities of the Administrative Assistant include but are not limited to : Assist with the hiring process for high-level positions, including itineraries, scheduling, and communications. Manage financial transactions and ensure compliance with records management policies. Assist the College's Facilities Manager with key and parking assignments, distribution, and management. Help the Events Planner coordinate College events, including logistics, materials, and publicity. Manage the College’s DocFinity system and provide user support. Maintain College databases, electronic filing systems, and records. The Administrative Assistant will routinely handle high-level confidential and sensitive requests when completing the responsibilities of this position.

Requirements

Excellent written, verbal, and effective communication skills
Inclusive and respectful when working with others
Demonstrated willingness to learn complex information
Proven ability to exercise discretion and judgment when handling confidential information
Excellent attention to detail and ability to manage multiple tasks simultaneously
Demonstrated ability to thrive in collaborative, team-oriented environments
Basic proficiency with Microsoft Office 365
Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience accepted (if filled as Administrative Assistant - Senior Support)
General Equivalency Diploma (GED) or High School (HS) and 2+ years of relevant experience; or an equivalent combination of education and experience accepted (if filled as Administrative Assistant - Intermediate Support)

Responsibilities

Serve as the first point of contact for customers, visitors, and telephone inquiries
Process incoming mail
Provide calendar support for the Dean, Executive Assistant, Facilities Manager, and Events Manager
Provide support to the college’s Human Resources unit as requested
Organize annual budget meetings and compile necessary documentation
Order and maintain office supplies inventory
Assist with the hiring process for high-level positions, including itineraries, scheduling, and communications
Manage financial transactions and ensure compliance with records management policies
Assist the College's Facilities Manager with key and parking assignments, distribution, and management
Help the Events Planner coordinate College events, including logistics, materials, and publicity
Manage the College’s DocFinity system and provide user support
Maintain College databases, electronic filing systems, and records
Handle high-level confidential and sensitive requests

Benefits

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
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

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