Administrative Support Assistant

Penn State University • University Park, IL

17h • $34,800 - $50,500

About The Position

The Student Affairs-HUB-Art Galleries is seeking applicants for an Administrative Assistant - Support position to join their amazing team. The Administrative Assistant position supports the general administrative functions of a wide variety of academic or administrative units, including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data, including budgetary expenditures; and providing general office support.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• No prior relevant work experience required; previous relevant work experience accepted in lieu of education.
• Applicants must be authorized to work in the U.S.

Responsibilities

• Plan, organize, and coordinate daily office activities and administrative processes
• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
• Create, organize, and maintain files, records, and databases
• Greet visitors and provide information; review, respond to, and appropriately direct inquiries
• Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
• Compose, review, and distribute internal and external communications
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling travel arrangements
• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
• Review, edit, and format reports, presentations, and correspondence
• Collect and organize data, including budgetary and operational information
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with budget preparation and projections
• Initiate financial transactions, reimbursements, and budget revisions in accordance with policies
• Maintain inventory and order office supplies
• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams
• Serve as a point of contact for vendors and event stakeholders
• Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures
• Handle sensitive and confidential information with discretion
• May supervise staff members, including hiring, training, development, and performance management

Benefits

• Comprehensive medical coverage
• Dental coverage
• Vision coverage
• Robust retirement plans
• Substantial paid time off (holidays, vacation, sick time)
• 75% tuition discount for employees, eligible spouses, and children

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED