Administrative Assistant at Penn State University

Benner Township, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Jun, 26

Salary

55500.0

Posted On

30 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Financial Transactions, P-Card Maintenance, Travel Arrangements, Expense Reporting, Account Reporting, Grant Support, Payroll Processing, Hiring, Job Requisitions, VISA Cases, Onboarding, Event Planning, Fliers Creation, Web Updates, Accessibility Compliance, File Retention

Industry

Defense & Space

Description

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. 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. POSITION SPECIFICS The College of Engineering is seeking applicants for the position of Administrative Assistant. The Harold and Inge Marcus Department of Industrial and Manufacturing Engineering in Penn State’s College of Engineering is seeking a motivated, highly organized, detail-oriented, and reliable Administrative Assistant to join our team. The ideal candidate will be efficient and a proactive problem solver, with the ability to multitask, handle confidential and time-sensitive deadlines by prioritizing tasks effectively. This full-time position will engage with faculty, staff, students, and external personnel, which requires excellent communication, interpersonal, and organizational skills. Key responsibilities include: Finance-related Tasks Serve as primary “initiator” for financial-related tasks by collecting and compiling all necessary back-up documentation for all financial-related transactions from faculty, staff, students, and external guests, ensuring accuracy and completeness. Perform P-Card maintenance requests, purchase items on behalf of others, and assist with travel arrangements and reimbursements for guests. Serve as budget approver in SAP/Concur for goods & service-related expense reports submitted through Finance OST Hubs for accuracy, completeness, funds availability, etc. Perform account reporting functions through SIMBA. Liaise with Proposal and Awards Generalist for department-level grant support, ensuring compliance with expenditures and closeout transactions. Assist with cost calculations and validation of expenditures. Human Resources-related Processing Manage and maintain wage payroll and postdoctoral scholar hiring from start to finish. Receive requests, create job requisitions, move candidates forward through hire and communicate departmental onboarding information. Manage appointment end dates, reappointments, appointment changes/transfers or terminations as needed. Process, track and monitor departmental VISA cases, working in conjunction with Penn State’s Global Programs. Follow strict protocol and deadlines to ensure compliance. Manage visiting interns and scholars from start to finish such as invitation letters, iStart processing, on-campus check-ins and other related requirements. May assist with faculty recruiting and reappointments, SUPP pay processing and other HR-related administrative tasks. General Administration Provide general administrative support such as managing conference spaces, maintaining departmental award plaques, copiers and office supplies. Handle Fleet vehicles, Mail Meter and maintain sponsored Office 365 accounts. Assist with planning and coordinating departmental events and meetings. Create fliers or advertisements for IME-related organizations such as PSIMES, IISE, Alpha Pi Mu, METAL Bootcamps and others. Coordinate and track department-level marketing efforts and expenditures. Submit web update requests to CoE Marketing/Communications portal. Serve as the Department’s accessibility champion to ensure course, web, social media and marketing materials conform to accessibility requirements. Manage the retention of departmental files (paper and electronic), coordinating with the central records team as needed to ensure compliance and proper labeling. Assist with the organization and retention schedule for electronic/Teams files, along with other duties as assigned. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None Preferred qualifications: Familiarity of Penn State’s policies and procedures, along with experience in Microsoft O365 Suite (i.e. Outlook, Word, Excel, etc.), SIMBA, SIMS, WorkLion/Workday, and 25Live is desired. How to Apply: For full consideration, we ask candidates to please submit a resume/CV and cover letter with your application. The College of Engineering is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process. 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 $38,300.00 - $55,500.00. 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. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.

Responsibilities

The Administrative Assistant will manage finance-related tasks, including initiating transactions, processing P-Cards, assisting with travel, and serving as a budget approver in SAP/Concur. Responsibilities also include managing HR processes like payroll and scholar hiring, and providing general administrative support for events, marketing, and file retention.