Administrative Assistant - BMB

The Pennsylvania State University • University Park, FL

13d • Onsite

About The Position

The Department of Biochemistry & Molecular Biology is seeking a detail-oriented and highly organized Administrative Assistant (Intermediate Support) to join our administrative team to support the front desk operations. This role serves as the first point of contact for the department, managing reception, screening calls, and greeting visitors. Key responsibilities include monitoring and tracking direct billings, financial record keeping using Penn State Financial Systems (SAP Concur, Simba), and reconciling goods and services and travel expenses. The position also involves managing office mail, serving as key custodian for department buildings, maintaining office supply inventory, arranging equipment maintenance, and processing work orders. Additionally, the role includes maintaining department listservs and directories, managing conference room reservations, and providing support to assigned faculty with tasks such as copying and preparing correspondence. The Administrative Assistant will also resolve problems, maintain files and records, and perform other duties as assigned.

Requirements

• Proficiency in Office365 (Teams, Word, Excel, Outlook).
• Strong attention to detail.
• Well-developed interpersonal, oral, and written communication skills.
• A strong appreciation for working with a diverse audience and being a team player.
• The ability and willingness to learn job-related software.
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Applicants must be authorized to work in the U.S.

Nice To Haves

• CollegeNet/25Live
• Listserv management

Responsibilities

• Serve as the first point of contact for the department. Manage the reception area to maintain a professional image; screen phone calls, greet visitors and customers.
• Monitor and track direct billings within the department. Assist Administrative Support Manager on reviewing all direct billing statements to verify adequate budgets for charges and keep record of all justifications needed for grant related charges, such as poster printing and mailings.
• Financial record keeping needed for the department. This position would track all reports initiated and submitted via the Penn State Financial Systems (SAP Concur, Simba) which would include collecting receipts and back in a timely manner and understanding Penn State policies.
• Goods and Service and Travel Reconciliation, working with Administrative Support Assistant to support the department in financial reconciliation (via Service Now tickets or entering reports directly) to support the faculty to get their purchases processed in a timely manner.
• Reviewing receipts; communicating with Pcard holders to obtain additional information when needed; verify funds; ensure purchase is allowable in budgets.
• Retrieve and distribute main office mail, and support the department community with mail service USPS, UPS, and FedEx.
• Serve as key custodian for the department managed buildings. Manage all key maintenance, inventory, and distribution for all department facilities; perform annual key inventory and audit.
• Maintain inventory and order/purchase office supplies; arrange for equipment -maintenance; process work orders for copier repairs/needs.
• Maintain department listservs, and directories.
• Manage department conference room and equipment reservations.
• Provide support to assigned faculty with copying, collating exams, and preparing miscellaneous correspondence, as necessary.
• Resolve problems, maintain various files, and records.
• Other duties as assigned.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 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: High school or GED