Administrative Support Assistant
Penn State University
Administrative Support Assistant
The Office of Planning, Assessment, and Institutional Research (OPAIR) is seeking a highly motivated Administrative Support Assistant to join our team. The ideal candidate will bring a strong commitment to collaboration, exceptional customer service skills, and the ability to effectively prioritize multiple projects in a dynamic environment. This position provides comprehensive administrative support to OPAIR’s leadership team, including calendar management, travel coordination, expense processing, and project coordination.
Key Responsibilities
- Provide calendar management for the Vice Provost for Planning, Assessment, and Institutional Research
- Provide administrative support to members of the OPAIR leadership team
- Oversee front office operations, maintain schedules, monitor deadlines, and develop processes and procedures for efficiency
- Coordinate and manage a wide range of special projects
- Initiate and coordinate financial documents
- Manage office IT equipment purchases, licenses, and related procurement
- Serve as facilities coordinator and primary contact for IT requests
- Monitor and track maintenance contracts
- Prepare and analyze reports
- Assist in drafting speeches, handbooks, and conference materials
- Maintain the OPAIR website and create PowerPoint presentations
- Plan and coordinate events, such as seminars, workshops, and banquets, including travel, lodging, meals, and logistics
- Coordinate staff search processes
Qualifications
- Proficiency in Microsoft Office Suite (Word, PowerPoint, SharePoint, Outlook)
- Knowledge of standard office procedures
- Excellent interpersonal and communication skills
- Ability to work collaboratively in a fast-paced environment
- Demonstrated commitment to diversity, equity, and inclusion
- Strong written and verbal communication skills
- Proven ability to coordinate multiple projects simultaneously
- Self-motivated with the ability to work independently and as part of a team
- Experience with Penn State systems such as Concur, SIMBA, eBuy, and WorkLion is preferred
Additional Information
- A cover letter and resume are required for consideration
- A hybrid remote work option is available for this position
- Filled at the Senior Support or Intermediate Support level
Minimum Education, Work Experience & Required Certifications
If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience. Required Certifications: None. If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience. 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 $38,300.00 - $61,000.00. 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.
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.