Administrative Support Assistant, Department of Kinesiology

Penn State University • Ferguson Township, PA

22h

About The Position

The Administrative Assistant provides day-to-day administrative and operational support for the Department of Kinesiology in the College of Health and Human Development. This includes greeting and assisting visitors, preparing documents and reports, scheduling meetings and reserving space, coordinating calendars, and managing general office needs. The Administrative Assistant will also serve as departmental budget and research administrative support and will work closely with Kinesiology’s leadership team.

Requirements

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Proficiency with Microsoft 365 tools, including SharePoint, OneDrive, Outlook, Word, Excel, and Teams is desired.
• Experience supporting calendars, meetings, and travel arrangements.
• Experience with expense tracking in SAP Concur or similar platforms

Responsibilities

• Coordinate logistics for travel for the Department of Kinesiology. Including working in SAP Concur, and with Anthony Travel.
• Monitor unit budgets, track financial transactions, and assist with reports and audits.
• Prioritize requests, resolve issues, and liaise with departmental faculty.
• Review documents for accuracy and compliance, ensuring deadlines are met.
• Track Department of Kinesiology workflows and commitments, ensuring processes stay current and effective.
• Review and approve faculty and administrative transactions in Workday, including adjunct and additional teaching assignments, supplemental pay, Teaching Assistant (TA)/Research Assistant (RA) appointments, and pay adjustments.
• Learn, understand, initiate labor distribution plans in SIMBA for faculty, graduate assistants, and staff.
• Initiate financial transactions in SIMBA and Workday.
• Assist in managing budgets for general funds, research grants, contracts and endowments.
• Assist faculty and graduate students with SAP/Concur forms for travel and group meals.
• Proficient knowledge of policies and procedures of SAP/Concur.
• Verify receipts and general policies for reimbursement.
• Initiate electronic forms, utilizing SIMBA relevant to all restricted and general funds.
• Approve journal entries (JE), and accounts payable (AP) transactions in SIMBA.
• Prepare and authorize (first-level approval path) purchase orders to include the sole source justification forms for any orders over $25K.
• Accept funds and prepare bank deposits.
• Collaborate with other members of the department’s administrative and research teams to support cross training, shared knowledge, and reliable cover/customer service.
• Serve as backup to Kinesiology’s Administrative Manager and Research Manager 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