Administrative Assistant

Penn State University•University Park, IL

13d•$40,608 - $64,668•Hybrid

About The Position

The Department of Agricultural and Biological Engineering in Penn State’s College of Agricultural Sciences is seeking a detail-oriented Administrative Assistant to provide general department support. The role provides office and committee support, assists with department meetings and events, coordinates faculty and staff searches, and supports budget and grant administration. The position may be filled at either the Administrative Assistant - Senior Support or Administrative Assistant - Intermediate Support level. The position is eligible for hybrid work, with three days per week in the office and two days remote, at the discretion of the Department Head. Employment is contingent on successful background checks. The role requires operating a motor vehicle and a valid driver’s license, with a motor vehicle records check. Penn State does not sponsor staff employment visas; applicants must be authorized to work in the U.S.

Requirements

For Administrative Assistant - Senior Support: an associate degree and at least 4 years of relevant experience, or an equivalent combination of education and experience.
For Administrative Assistant - Intermediate Support: a GED or high school diploma and at least 2 years of relevant experience; relevant education may be accepted in lieu of experience.
No certifications are required.
A valid driver’s license and successful completion of a motor vehicle records check are required.
Successful completion of required background checks.
Applicants must be authorized to work in the U.S.; Penn State does not sponsor staff employment visas.

Nice To Haves

Experience with Penn State systems, including SIMBA, SAP Concur, Teams, and Workday/Worklion.
Experience with Microsoft O365 applications, including Outlook, Word, and Excel.
Experience with Adobe products.

Responsibilities

Provide general office support, including greeting visitors, providing information, and referring inquiries as appropriate.
Serve on department, college, and university-wide committees as assigned.
Attend department meetings and take minutes.
Assist with conference room scheduling and other general office duties.
Serve as the department Agricultural Experiment Station (AES) Coordinator and liaison between faculty and AES, and assist faculty with new AES projects and annual reports.
Coordinate and support department activities and events, including Advisory Board meetings, correspondence for the Biorenewable Systems Advisory Board and Industrial and Professional Advisory Council (IPAC), department seminars, and alumni events.
Coordinate faculty and staff position searches, including preparing itineraries, interacting with prospective candidates, and assisting with travel arrangements in SAP Concur or through Anthony Travel.
Monitor budgets for general funds, research grants, contracts, and endowments; track financial transactions; and provide reports to the department head, administrative manager, and faculty as needed.
Assist with grant management functions, including budget revisions and no-cost extensions, in collaboration with the administrative coordinator and college research team.
Assist faculty with monitoring grant progress, tracking expenditures and balances, and providing guidance when needed.
Initiate financial transactions and provide operational support, including deposits, PSU Buy, SAP Concur, journal entries, and non-PO invoices.