Administrative Assistant - BMB

Penn State University • University Park, IL

27d

About The Position

The Department of Biochemistry & Molecular Biology is seeking a detail-oriented and highly organized Administrative Support Assistant (Support) to join our administrative team to support the front desk operations. Responsibilities for this position are primarily the following (but are not limited to): o Serve as the first point of contact for the department. Manage the reception area to maintain a professional image; screen phone calls, greet visitors and customers. o Retrieve and distribute main office mail, and support the department community with mail service USPS, UPS, and FedEx. o Serve as key custodian for the department managed buildings. Manage all key maintenance, inventory, and distribution for all department facilities; perform annual key inventory and audit. o Maintain inventory and order/purchase office supplies; arrange for equipment -maintenance; process work orders for copier repairs/needs. o Maintain department listservs, and directories. o Manage department conference room and equipment reservations. o Assist department head assistant with faculty searches (tenure-track, non-tenure-track) applications, and meeting scheduling. o Assist with the collection of proper backup support to reimburse visitors non-employee travel. o Provide support to assigned faculty with copying, collating exams, and preparing miscellaneous correspondence, as necessary. o Resolve problems, maintain various files, and records. o Prepare meeting minutes from administrative team meetings. o Other duties as assigned.

Requirements

• Proficiency in Office365 (Teams, Word, Excel, Outlook).
• Strong attention to detail.
• Well-developed interpersonal, oral, and written communication skills.
• A strong appreciation for working with a diverse audience and being a team player.
• The ability and willingness to learn job-related software.
• General Equivalency Diploma (GED) or High School (HS)
• No prior relevant work experience required; previous relevant work experience accepted in lieu of education.

Nice To Haves

• CollegeNet/25Live
• Listserv management

Responsibilities

• Serve as the first point of contact for the department. Manage the reception area to maintain a professional image; screen phone calls, greet visitors and customers.
• Retrieve and distribute main office mail, and support the department community with mail service USPS, UPS, and FedEx.
• Serve as key custodian for the department managed buildings. Manage all key maintenance, inventory, and distribution for all department facilities; perform annual key inventory and audit.
• Maintain inventory and order/purchase office supplies; arrange for equipment -maintenance; process work orders for copier repairs/needs.
• Maintain department listservs, and directories.
• Manage department conference room and equipment reservations.
• Assist department head assistant with faculty searches (tenure-track, non-tenure-track) applications, and meeting scheduling.
• Assist with the collection of proper backup support to reimburse visitors non-employee travel.
• Provide support to assigned faculty with copying, collating exams, and preparing miscellaneous correspondence, as necessary.
• Resolve problems, maintain various files, and records.
• Prepare meeting minutes from administrative team meetings.
• Other duties as assigned.

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