Administrative Support Assistant, Career Services

Penn State University • Ferguson Township, PA

8d

About The Position

The Pennsylvania State University is seeking applicants for an Administrative Support Assistant for the Student Affairs Career Services Office to serve as the first point of contact, in person and via phone, maintain confidential information, and coordinate travel arrangements. The successful candidate will be responsible for the following: Provide administrative support to the Associate Director of Career Services at the Commonwealth Campuses, including coordinating multiple staff schedules related to various teams and meetings with internal and/or external constituents. Schedule and process all logistics and arrangements for the Associate Director's University-wide campus travel and travel to professional conferences. Assist the Associate Director with the planning and coordination of the University-wide Career Development Professionals Conference (CDPC), the annual in-house professional development event for career development colleagues from across all campuses and academic colleges at Penn State. Act as the front-line point of contact for Career Services staff across 20 Commonwealth Campuses. This includes but is not limited to fielding and/or redirecting phone calls and email correspondence. Provide support for two Regional Employer Engagement & Career Specialists - including ordering supplies, making hotel reservations, processing mileage reimbursements for frequent travel, and meeting logistics. assist with various functions within Career Services at University Park (e.g., may include assisting with large-scale programming events, serving on select committees, providing back-up front desk coverage as needed, and serving as back-up for the Office Manager in completing primary duties during absences and other times as needed, etc.). Work as a part of a project team and systemwide committee to help coordinate, update , and expand the Career Services intranet, LionShare. Assist campus staff with troubleshooting, creating reports, conducting searches in these systems, or connecting them with appropriate liaisons. Schedule monthly system-wide meetings via Zoom; record and share meeting highlights/notes and recordings. Maintain files and databases; assemble and format data to create simple reports. Maintain confidential and sensitive information and materials. Maintain inventory and order/purchase office supplies.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• For full consideration, applicants should submit a resume and cover letter.
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• Applicants must be authorized to work in the U.S.

Responsibilities

• Provide administrative support to the Associate Director of Career Services at the Commonwealth Campuses, including coordinating multiple staff schedules related to various teams and meetings with internal and/or external constituents.
• Schedule and process all logistics and arrangements for the Associate Director's University-wide campus travel and travel to professional conferences.
• Assist the Associate Director with the planning and coordination of the University-wide Career Development Professionals Conference (CDPC), the annual in-house professional development event for career development colleagues from across all campuses and academic colleges at Penn State.
• Act as the front-line point of contact for Career Services staff across 20 Commonwealth Campuses. This includes but is not limited to fielding and/or redirecting phone calls and email correspondence.
• Provide support for two Regional Employer Engagement & Career Specialists - including ordering supplies, making hotel reservations, processing mileage reimbursements for frequent travel, and meeting logistics.
• Assist with various functions within Career Services at University Park (e.g., may include assisting with large-scale programming events, serving on select committees, providing back-up front desk coverage as needed, and serving as back-up for the Office Manager in completing primary duties during absences and other times as needed, etc.).
• Work as a part of a project team and systemwide committee to help coordinate, update , and expand the Career Services intranet, LionShare.
• Assist campus staff with troubleshooting, creating reports, conducting searches in these systems, or connecting them with appropriate liaisons.
• Schedule monthly system-wide meetings via Zoom; record and share meeting highlights/notes and recordings.
• Maintain files and databases; assemble and format data to create simple reports.
• Maintain confidential and sensitive information and materials.
• Maintain inventory and order/purchase office supplies.

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