Administrative Assistant, College of the Liberal Arts
About The Position
The College of the Liberal Arts at Penn State is seeking an Administrative Assistant to support the departments of History and Classics and Ancient Mediterranean Studies, as well as the Jewish Studies and Latina/o Studies programs. This role serves as the first point of contact, providing excellent customer service to students, faculty, staff, and visitors. Responsibilities include managing inquiries, handling mail communications, maintaining office supplies and equipment, ordering books, scheduling spaces, assisting with speaker events, reconciling financial forms in SIMBA, acting as a key/access coordinator for CCure, and compiling travel reimbursements. The Administrative Assistant will also provide backup support to the administrative team and assist with various special projects.
Requirements
- Ability to stay organized with a high attention to detail and accuracy while multitasking
- Excellent verbal and written communication and interpersonal skills
- Driven to provide outstanding customer service
- Inclusive and respectful when working with others
- Ability to work with a high-level of professionalism both independently and as a member of a team
- Demonstrated ability to exercise professional judgment, act proactively, and take initiative
- General Equivalency Diploma (GED) or High School (HS)
- No prior relevant work experience required (if filled as Administrative Assistant - Support)
- 2+ years of relevant experience; or an equivalent combination of education and experience accepted (if filled as Administrative Assistant - Intermediate Support)
- Successful completion of background check(s)
- Applicants must be authorized to work in the U.S.
Responsibilities
- Respond to in-person and email inquiries to the Departments and Programs
- Answer and direct telephone calls; provide information or refer as appropriate
- Distribute, screen, review, and process all mail communications
- Maintain office supply inventory; order supplies (e.g., paper, toner ink) when needed
- Maintain and monitor office equipment, including copiers
- Order books and supplies for faculty
- Maintain directories, databases and bulletin boards
- Schedule conference room and classroom space
- Assist faculty with incoming speaker and lecturer events: help with advertising, arrange catering or meal reservations, and complete visitor forms
- Work with the finance office to reconcile financial forms submitted in SIMBA (Penn State's System for Integrated Management, Budgeting and Accounting)
- Act as key/access and CCure (Penn State's primary electronic security system software) Access Coordinator
- Collect and compile travel reimbursements for faculty
- Provide back-up support to other members of the administrative team
- Assist with events and various special projects
Benefits
- Competitive benefits package for full-time employees
- Comprehensive medical coverage
- Dental coverage
- 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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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
