Part-Time Administrative Assistant

Penn State University•University Park, IL

23h•Hybrid

About The Position

he Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative units; including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data including budgetary expenditures; and providing general office support. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply. You will: Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit Greet visitors and provide information; review, respond to, and direct inquiries Provide support for scheduling, personal calendars, and travel arrangements Coordinate meeting logistics including scheduling, material preparation, and agendas Compose, review, and distribute internal and external communications Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals Create and maintain files and databases Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs Resolve inquiries and ensure compliance with work unit and/or University policies and procedures Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes May interview, train, and direct the work of other support staff, students, and wage payroll personnel Your working location will be hybrid on-site/work from home, located in State College, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.

Requirements

Employment with the University will require successful completion of background check(s) in accordance with University policies.
All positions at ARL require candidates to possess the ability to obtain a government security clearance; you will be notified during the interview process if this position is subject to a government background investigation.
You must be a U.S. citizen to apply.
Employment with the ARL will require successful completion of a pre-employment drug screen.

Responsibilities

Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit
Greet visitors and provide information; review, respond to, and direct inquiries
Provide support for scheduling, personal calendars, and travel arrangements
Coordinate meeting logistics including scheduling, material preparation, and agendas
Compose, review, and distribute internal and external communications
Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals
Create and maintain files and databases
Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections
Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs
Resolve inquiries and ensure compliance with work unit and/or University policies and procedures
Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes
May interview, train, and direct the work of other support staff, students, and wage payroll personnel