Administrative Support Assistant - Astronomy and Astrophysics

Penn State University • Ferguson Township, PA

7d • $42,100 - $61,000 • Hybrid

About The Position

The Department of Astronomy and Astrophysics is seeking an Administrative Assistant (Senior Support) to provide financial and administrative support for faculty, staff, students, and visitors from a variety of cultures and backgrounds. This position will be responsible for initiating and tracking financial transactions within the department and monitoring department grants, general funds, and unrestricted funds. Position responsibilities will include but are not limited to the following: Initiate the reconciliation of department expenses including travel reimbursements and purchasing card transactions by collecting and organizing necessary documentation such as receipts, travel and purchase information, and any other related materials to submit to the appropriate financial hubs for processing. Initiate purchase order requests and follow up on orders to ensure products are received and to verify approval for payment. Initiate and monitor payments for invoices and direct billing. Provide backup support to the Administrative Manager for budget-related functions, expense approvals, and for salary distributions. Monitor budgets, advise research centers and faculty regarding their finances, and work with the financial hubs to resolve issues and/or problems. Advise on matters related to financial transactions, procedures, policies, and process improvement, and research and resolve problems. Serve as a liaison between the Research Office and the financial hubs at both the college and university levels. The ideal candidate should possess: Proficiency in Office 365 (particularly Excel, Word, and Outlook) and Adobe Acrobat is required. Strong investigative skills with the ability to use creative thinking to improve existing duties and business processes and to develop new. Excellent communication, organization, and interpersonal skills are critical, as is the ability to work independently and in a team environment. Ability to handle multiple priorities and to monitor and meet overlapping deadlines while maintaining accuracy. The successful candidate must be highly motivated and exhibit a high degree of professionalism and initiative with a strong commitment to diversity, equity, respect, and inclusion. Additional Information: This position has the potential to be performed as a hybrid of remote and on-site work with a minimum requirement of two days on-site. Questions related to flexible work should be directed to the hiring manager during the interview process. To be considered for this role, applicants must submit a cover letter and resume. Application review will begin immediately and continue until the position has been filled.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Proficiency in Office 365 (particularly Excel, Word, and Outlook) and Adobe Acrobat is required.
• Strong investigative skills with the ability to use creative thinking to improve existing duties and business processes and to develop new.
• Excellent communication, organization, and interpersonal skills are critical, as is the ability to work independently and in a team environment.
• Ability to handle multiple priorities and to monitor and meet overlapping deadlines while maintaining accuracy.
• The successful candidate must be highly motivated and exhibit a high degree of professionalism and initiative with a strong commitment to diversity, equity, respect, and inclusion.

Responsibilities

• Initiate the reconciliation of department expenses including travel reimbursements and purchasing card transactions by collecting and organizing necessary documentation such as receipts, travel and purchase information, and any other related materials to submit to the appropriate financial hubs for processing.
• Initiate purchase order requests and follow up on orders to ensure products are received and to verify approval for payment.
• Initiate and monitor payments for invoices and direct billing.
• Provide backup support to the Administrative Manager for budget-related functions, expense approvals, and for salary distributions.
• Monitor budgets, advise research centers and faculty regarding their finances, and work with the financial hubs to resolve issues and/or problems.
• Advise on matters related to financial transactions, procedures, policies, and process improvement, and research and resolve problems.
• Serve as a liaison between the Research Office and the financial hubs at both the college and university levels.

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: Mid Level
• Education Level: Associate degree