Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.
POSITION SPECIFICS
The Prevention Research Center (PRC) within the College of Health and Human Development is seeking a full-time Administrative Assistant to support the administrative functions of a variety of research projects.
LOCATION
Due to the operational needs of this position, the role works in a hybrid capacity. After a successful training and onboarding period, the selected candidate may be offered a hybrid work arrangement of up to 2 remote days per week, subject to departmental needs and approval.
RESPONSIBILITIES
Provide administrative support to multiple EPIS teams, including meeting coordination, office and facilities support, communication coordination, file maintenance, travel reimbursements, P-card reconciliation, training payments, and website/newsletter updates.
Initiate financial tickets within ServiceNow for a variety of financial transaction for multiple projects at the PRC
Provide support for scheduling travel arrangements and processing reports
Create and maintain files and databases including direct oversight of PROSPER files
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 have indirect oversight of the work of other support staff, students, and wage payroll personnel
This position will also serve as the lead for reception, greeting and assisting visitors, customers, and staff, while providing general office support including preparing documents and reports, maintaining records, scheduling meetings, organizing information, and coordinating calendars.
QUALIFICATIONS
Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
Excellent attention to detail and ability to review documents for accuracy and policy compliance.
Demonstrated experience coordinating calendars, meetings, travel arrangements, and administrative workflows.
Strong communication and customer service skills with the ability to work collaboratively with faculty, staff, and students.
Proficiency with Microsoft 365 tools including Outlook, Word, Excel, Teams, SharePoint, and OneDrive.
Experience with Penn State’s core administrative systems or similar platforms is strongly preferred, including SIMBA (Penn State’s SAP-based financial system), Workday (HRIS), PSUbuy (SAP-based procurement platform), Microsoft Office Suite, eSteward (gifts and endowments), and ServiceNow (incident tracking). Training and guidance will be provided for candidates who are eager to learn and grow in these areas.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
General Equivalency Diploma (GED) or High School (HS) No prior relevant work experience required; previous relevant work experience accepted in lieu of education. Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $34,800.00 - $50,500.00.
Salary Structure - Information on Penn State's salary structure
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. For more detailed information, please visit our Benefits Page.
CAMPUS SECURITY CRIME STATISTICS
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.
EEO IS THE LAW
Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.