POSITION SPECIFICS

The School of Hospitality Management in the College of Health and Human Development , at Penn State , is seeking an Administrative Support Assistant . This position performs a variety of administrative functions in a busy, public facing, team oriented office environment.

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

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.

The Pennsylvania State University 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.

THE SUCCESSFUL CANDIDATE WILL BE RESPONSIBLE FOR THE FOLLOWING:

• Provide administrative support to the school’s director, and administrative support manager, including maintaining school’s calendars, scheduling meetings, sending agendas and meeting minutes, scheduling travel and processing travel reimbursements.
• Assist with department special events and projects.
• Greet visitors, answering phone calls and emails, contribute to a welcoming environment within the school’s administrative office.
• Assist Café Laura visitors with questions and general inquiries.
• Assist in student club operations and ensure compliance with university policies, time keeping, funding allowances and spending reports. Book and oversee travel arrangements for student clubs to ensure student safety and comply with university policies on student’s class travel, and the use of school’s endowments.
• Track, post, and reconcile scholarships for UGRD, Graduate, and MPS program students while working with the director of alumni relations and HHD to ensure compliance with spending and confidentiality. Communicate and contact the university bursar office to ensure posting of student accounts.
• Serve as point of contact for student, alumni and faculty concern related inquiries.
• Draft and send out weekly departmental and alumni newsletter.
• Provide administrative support to all student and faculty council committees, which include but is not limited to scheduling and distributing meeting information, taking and distributing meeting minutes and assisting with technology where needed.
• Resolve departmental and school inquiries and ensure compliance with work unit and/or university policies and procedures. Which include creating and monitoring OPP work orders to remedy concerns.
• Assist supervisor in training and developing other administrative support, act as a backup in supervisor’s absence.
• Support office procedures for handling and maintaining confidential materials.
• Draft school reports including conclusions and recommendations for more efficiency.
• Develop new processes or procedures relevant to the support needs of the office.
• Assist academic coordinators with student data and students’ professional work experience forms.
• Maintain public-facing messaging and communication through HHD-approved platforms.Support communication efforts with the school’s donors and alumni industry supporters.

DUE TO PUBLIC FACING JOB RESPONSIBILITIES, THIS POSITION WILL WORK PRIMARILY ONSITE AT THE UNIVERSITY PARK CAMPUS.

BACKGROUND CHECKS/CLEARANCESEmployment with the University will require successful completion of background check(s) in accordance with University policies.