Administrative Support Assistant

The Pennsylvania State University
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Apr 29, 2025
APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday. If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants. JOB DESCRIPTION AND POSITION REQUIREMENTS: Established in 1990, the Office of the Vice Provost for Educational Equity is committed to fostering a welcoming and supportive campus environment across Penn State's twenty-four campuses. The Office serves as a catalyst and advocate for institutional efforts that promote equitable access, educational opportunity, and success for all members of the Penn State community. It provides University-wide leadership to advance inclusive excellence and ensure that all individuals are valued and supported in their academic and professional pursuits. The Office of Educational Equity invites applications for the position of Administrative Support Assistant. Reporting to the Interim Vice Provost for Educational Equity and the Administrative Assistant of the Interim Vice Provost for Educational Equity. Primary responsibilities in support of the Office of Educational Equity and its staff: Provide staff support to the Office of the Vice Provost for Educational Equity by managing calendars, coordinating meetings, and assisting with communications. Conducting research and compiling background information, maintaining records. Provide support for committees chaired by the Office of Vice Provost for Educational Equity schedule meeting dates; schedule conference rooms; issue Zoom meeting details, coordinate speakers; generate agendas and distribute to committee members; arrange for AV needs. Assist the Administrative Assistant - Senior Support as needed and be cross-trained in various responsibilities related to budget, personnel services, and office management. Provide support for accommodation. Organize and compile materials for meetings and travel. Arrange travel and process travel settlements. Draft and send communications on behalf of the Office of Vice Provost for Educational Equity. Serve as a liaison to Human Resources, the Finance Office, and University Archives (as to records management compliance). Serve as co-Pandemic Safety Officer with the EA. Approve Purchasing Card transactions and travel expenses in SAP Concur. Approve PSUbuy purchases. As proxy for the Vice Provost, approve travel reports in SAP Concur, financial forms in SIMBA, and personnel forms in Workday. Process vendor payments in SIMBA. Assist with searches for administrator positions. Maintain office supplies inventory and restock as needed. Serve as the point of contact and resource for office equipment and software applications. Arrange for maintenance and repairs of office equipment and submit facilities work orders as necessary. Serve as front-line point-of-contact: collect, refer, and manage requests and inquiries. Engage departmental staff as appropriate; process incoming/outgoing mail;schedule/cancel appointments. May post for, interview, hire, train, and oversee work-study students; monitor eligibility and available funding. Organize social events, coordinating committee meetings and professional development workshops. Provide back-up reception tasks in the Administrative Assistant - Senior Support absence. Required skills and knowledge: Be a highly motivated self-starter who can take initiative and work independently. Exhibit a high-level of confidentiality, professionalism, and diplomacy. Possess excellent writing and editing skills, with a high level of attention to detail. Possess excellent oral and interpersonal communication skills. Apply excellent organizational and planning skills leading to a consistent level of high-quality work while managing multiple priorities. Be competent in the use of Microsoft Office 365 (particularly Word, Excel, and Outlook), or equivalent system. Demonstrate experience working with diverse populations and commitment to building an inclusive, equitable, and diverse campus community. Have the ability to build trust, create allies, and sustain mutually respectful relationships with administrators, faculty, staff, students, and external collaborators. Demonstrate a working knowledge of SIMBA (Penn State's System for Integrated Management, Budgeting, and Accounting) and SAP Concur (expense reimbursement and settlement system), or equivalent systems. Demonstrated experience in budget management (preferred). Applicants must hold a valid driver's license, travel required. Education and Experience: Minimally requires a High School Diploma or General Equivalency Diploma (GED), 2+ years of relevant experience, or an equivalent combination of education and experience.This position is filled at the Intermediate Support level. For full consideration, applicants must submit a cover letter of interest and resume. General work hours for the Administrative Assistant position are Monday through Friday, 8:00 a.m. to 5:00 p.m. The successful candidate will also need to accompany and/or transport individuals to appointments or meetings across campus, as well as occasionally drive individuals to/from campuses outside of University Park. A valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks. The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific 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. The salary range for this position, including all possible grades is: $38,300.00 - $55,500.00 Salary Structure - additional information on Penn State's job and salary structure. 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. Employment with the University will require successful completion of background check(s) in accordance with University policies. 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. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines University Park, PA