Administrative Assistant (Housing Operations)

Penn State University • University Park, IL

21h • Onsite

About The Position

Housing Operations, a division of Auxiliary & Business Services, is excited to welcome candidates for the position of Office Manager. This position supports the vision and mission of the housing operations by serving as the first point of contact, in person, via phone, and email, for our students, guests, and families along with managing the area office and supporting operational staff; at least 5 staff and 50 technical service employees in a variety of housing options for over 4,000 students. As an incoming team member of Auxiliary and Business Services, it will be expected that all employees embody and model Penn State’s and Finance and Business’ Values to deliver an exceptional on-campus experience for our students, families, and guests.

Requirements

• Excellent written and verbal communication skills.
• Ability to use good judgment when dealing with sensitive and confidential information.
• Ability to manage multiple tasks and deadlines.
• Demonstrate a genuine appreciation working with diverse audiences in a team environment.
• Excellent skills utilizing Microsoft Office (O365) programs such as Word, Excel, and PowerPoint.
• Minimum of a High School diploma or General Equivalency Diploma plus 2 years of related experience required.
• An equivalent combination of education and experience.

Responsibilities

• Process daily payroll, reconciling and authorizing bi-weekly payroll, ensuring accuracy, and submitting to supervisor.
• Assist employees with various questions regarding benefits, payroll, and time off.
• Maintaining employee and office files, creating reports and forms.
• Attend meetings, take minutes, and participate in committees.
• Support Associate Director and management teams with projects, copying, spreadsheets, signage and other requests.
• Schedule and maintain a calendar of appointments, meetings, coordinate travel arrangements, make reservations, and process reimbursements.
• Monitor budgets, maintain inventory, purchase supplies, process purchase orders, and reconcile credit card purchases.
• Call-in, report, and enter work requests for maintenance issues to OPP, access control, pest control, laundry equipment.
• Maintain key inventory and conduct regular key audit.
• Manage door access scheduling and maintenance using an electronic card access system.
• Answer phones and resolve or refer student and parent questions and issues.
• Communicate with other departments, students, and parents either in-person or through email and telephone.
• Assist students, parents, vendors and maintenance personnel who come into the office.
• Communicate and coordinate activities and information with area Residence Life, Commons Desk and Food Services staff.
• Hire, train, and supervise student and temporary office workers.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Robust retirement plans.
• Substantial paid time off which includes holidays, vacation and sick time.
• 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: High school or GED
• Number of Employees: 5,001-10,000 employees