Administrative Assistant, A&BS Marketing

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Marketing and Communications team at Auxiliary and Business Services seeks a motivated and talented Administrative Assistant - Senior Support to join our team. You will assist with various moderately complex business and financial operations and directly support staff, students, and the University community.

Responsibilities include but are not limited to:

• Plan, organize, support and coordinate daily office activities and administrative processes within the team, including monitoring Asana and team tasks

• Manage calendar scheduling, meeting setup, material preparation, and travel arrangements

• Greet visitors, provide information; review, respond to, and direct inquiries

• Monitor and help forecast the marketing budget in collaboration with the director

• Prepare, process, reconcile, and submit financial forms (e.g., travel reimbursements, purchasing card reconciliations, purchase orders, etc.) and manage vendor contract agreements and renewals for the department

• Maintain office supplies, copier maintenance, and work orders

• Create and maintain files and databases. Help to add metadata to our photograph repository

• Ensure and maintain confidentiality in communication or administrative duties and proxy responsibilities as authorized

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission. In ABS, we make Penn State home to our University and its extended communities through exemplary people, service, quality, and financial stewardship. ABS represents kindness, creativity, and innovation. These qualities help us deliver exceptional service, leadership, and expertise to our communities. We invite you to come grow with us.

Education and Experience Requirements:

Minimum requirement of an Associates degree plus four (4) years of relevant work experience, or an equivalent combination of education and experience.

Preferred Experience/Skills:

• Knowledge of Microsoft Office 365 systems(Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.)

• Knowledge of standard office procedures

• Excellent interpersonal and communication skills

• Success in an office environment where organizational skills are crucial to be effective

• Interest in learning job-related software, like Prophix financial software, etc.

• Experience with higher education software systems such as Concur, SIMBA, 25 Live, OPP's EZRequest, Asana

• Ability to be detail-oriented

• Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team

• Demonstrates a genuine appreciation for working with diverse populations

Application Instructions:

For full consideration, applicants must submit a cover letter and resume with their application. Applications will be reviewed immediately and continue until the position is filled.

Additional Information:

Typical working hours are on-site, Monday through Friday, 8:00 am to 5:00 pm.This position may be considered for a flexible work arrangement that combines remote and on-campus work after a six-month on-site training period. Flexible work arrangements can be discussed after a six-month in-office training period.

Benefits Information:

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time (18 days per calendar year),sick time (12 days a year; accrued on a monthly basis) and paid holidays (13 per calendar year). Parking is nearby. Option to participate in ABS meal plan. Please visit https://hr.psu.edu/benefits for more detailed information.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: