Administrative Support Assistant

Penn State University • University Park, IL

20h • Onsite

About The Position

The Office of General Counsel (OGC) is seeking a friendly, organized, and detail-oriented Administrative Support Assistant to join our team. This position plays an important role in supporting the daily operations of the office and serves as a first point of contact for both visitors and callers. The ideal candidate will enjoy working in a collaborative environment, take pride in providing excellent service, and handle sensitive and confidential information with care and discretion. This is an in-person position that will require being in the office Monday through Friday.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Greeting customers, providing information, and referring as appropriate
• Screening and processing routine telephone communications, mail, and requests.
• Coordinating and managing complex attorney calendars including scheduling meetings via Zoom and Microsoft Teams, ensuring seamless logistics and monitoring calendars to prevent double bookings
• Processing incoming and outgoing mail/deliveries including receipt of subpoenas and other high priority legal documents
• Maintaining confidential and sensitive information and materials
• Supporting the processing of outside law firm invoices, including monitoring incoming emails, and data entry
• Facilitating the execution of agreements and document signatures for attorneys and leadership
• Overseeing reservations and preparation of the OGC conference room and other in-person meetings, ensuring readiness of equipment and materials including catering
• Coordinating travel arrangements, making reservations, and processing reimbursements
• Maintaining inventory and order/purchase office supplies; Arrange for equipment maintenance; Process work orders for facilities repairs/needs.

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