Administrative Support Assistant

Administrative Support Assistant

The Office of Fraternity & Sorority Life is seeking an Administrative Support Assistant to support department staff and the daily operations of the office. The purpose of Fraternity & Sorority Life at Penn State is to support the mission and goals of the university, strengthen the scholarship and build the character and integrity of our members, promote brotherhood, sisterhood, and siblinghood, develop leadership, engage in State College through community service and philanthropic efforts, and affirm personal and organizational responsibility. Reporting to the Administrative Support Assistant Supervisor, this position will support chapter leaders and students within a fraternity and sorority community of approximately 70 chapters and 4 distinct councils.

This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

Responsibilities include, but are not limited to:

• Greet visitors and provide information, including reviewing, responding to, and directing inquiries as appropriate.
• Screen and process routine telephone communications, mail, and requests.
• Maintain the general appearance of the office.
• Manage staff calendars and provide support for travel arrangements.
• Coordinate meeting logistics, including scheduling, material preparation, and agendas.
• Compose, review, and distribute internal and external communications.
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.
• Maintain files and databases, including chapter rosters, insurance certificates, and academic releases.
• Assist with budget processes, including purchasing card transactions, reimbursements, purchase orders, and expense reconciliation.
• Maintain inventory and order office supplies, arrange for equipment maintenance, and process work orders for facilities' needs.
• Support the planning and implementation of programs and events, such as leadership development retreats, health and safety training, and awards and recognition celebrations for fraternity and sorority students.

Candidates must demonstrate:

• Effective communication and customer service skills, including written, over-the-phone, and in-person interactions.
• Record of collaboration with audiences in a fast-paced, team environment.
• Working knowledge of Microsoft Office programs and the ability to quickly learn other databases and technologies.
• Ability to use good judgment when dealing with sensitive and confidential information.

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. 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 - $55,500.00. 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.

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.