Administrative Specialist - Bellisario College of Communications

The Pennsylvania State University • University Park, FL

1d • Onsite

About The Position

The Bellisario College of Communications is in search of an Administrative Assistant (Intermediate Support or Senior Support) to support the needs of the Department Heads within the Bellisario College of Communications. This position will also work closely with the Associate Department Heads, and Curriculum Coordinators in the College. Work Arrangement: This is a 100% in-person role, and will work out of the Bellisario College of Communications at the University Park campus. Responsibilities: Schedule meetings and provide calendar support. Arrange travel plans for faculty and guests. Gather receipts and submit financial information on behalf of faculty. Make initial contact with guest speakers and ensure the appropriate staff are informed of their visit. Organize travel, logistics, invoicing, and related details for class field trips. Attend department meetings and take notes as needed. Track all Bellisario College student award placements. Support Undergraduate Teaching and Undergraduate Research Assistant Programs, including handling assistance requests, job postings, onboarding, and student hiring. Serve as the first point of contact for students before transferring them to the professor teaching the class. Provide front-facing office support, including desk coverage. Provide event support at University Park or during student trips as needed. This applicant must be able to work independently as well as in a collaborative, team environment in a fast-paced office. Strong communication, organization and customer service skills and attention to detail are critical to success in this role. Experience with Microsoft Office is required. Familiarity with LionPath student system, SAP Concur, and other financial systems is preferred. Education and Experience : Experience with and or ability/willingness to learn student, financial, employee, and reporting information systems such as SAP Concur (travel and expense reporting system), PSUBuy (Penn State’s shopping portal), 25Live (room reservation system), and LionPath (student portal) is preferred.

Requirements

• This applicant must be able to work independently as well as in a collaborative, team environment in a fast-paced office.
• Strong communication, organization and customer service skills and attention to detail are critical to success in this role.
• Experience with Microsoft Office is required.
• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Familiarity with LionPath student system, SAP Concur, and other financial systems is preferred.
• Experience with and or ability/willingness to learn student, financial, employee, and reporting information systems such as SAP Concur (travel and expense reporting system), PSUBuy (Penn State’s shopping portal), 25Live (room reservation system), and LionPath (student portal) is preferred.

Responsibilities

• Schedule meetings and provide calendar support.
• Arrange travel plans for faculty and guests.
• Gather receipts and submit financial information on behalf of faculty.
• Make initial contact with guest speakers and ensure the appropriate staff are informed of their visit.
• Organize travel, logistics, invoicing, and related details for class field trips.
• Attend department meetings and take notes as needed.
• Track all Bellisario College student award placements.
• Support Undergraduate Teaching and Undergraduate Research Assistant Programs, including handling assistance requests, job postings, onboarding, and student hiring.
• Serve as the first point of contact for students before transferring them to the professor teaching the class.
• Provide front-facing office support, including desk coverage.
• Provide event support at University Park or during student trips as needed.

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: Associate degree
• Number of Employees: 5,001-10,000 employees