Administrative Assistant - Center for Healthy Aging

Penn State University • University Park, IL

22h • Hybrid

About The Position

The Center for Healthy Aging is recruiting an Administrative Assistant to provide comprehensive administrative and operational support to ensure the efficient functioning of our office. This role requires strong organizational, communication, and coordination skills and includes managing daily workflows, coordinating schedules and meetings, handling internal and external communications, and supporting financial, facilities, and event-related processes.

Requirements

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience supporting calendars, meetings, and travel for senior leaders.

Nice To Haves

• Proficiency with Microsoft 365 tools, including SharePoint, OneDrive, Outlook, Word, Excel, and Teams is desired.

Responsibilities

• Update, organize, and maintain SharePoint sites and OneDrive shared files.
• Support affiliate faculty by updating curricula vitae (CVs) and maintaining Activity Insight profiles.
• Provide calendar management support for the Director and Assistant Director, including scheduling and travel coordination.
• Compose, review, and distribute internal and external communications.
• Coordinate meeting logistics, including scheduling, agenda development, materials preparation, technology setup, catering, and travel arrangements.
• Support and coordinate special events by reserving spaces, preparing materials, developing itineraries, coordinating across teams, and serving as vendor point of contact.
• Provide facilities support by maintaining devices inventory, submitting and tracking work tickets, coordinating office setups and changes, and assisting with conference room scheduling.
• Initiate expense and travel reports, invoice payments, office supply orders, and sponsored account requests.

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