Administrative Support Assistant

Administrative Support Assistant

The Office of General Counsel (OGC) is seeking a friendly, organized, and detail-oriented Administrative Support Assistant to join our team. This position plays an important role in supporting the daily operations of the office and serves as a first point of contact for both visitors and callers. The ideal candidate will enjoy working in a collaborative environment, take pride in providing excellent service, and handle sensitive and confidential information with care and discretion.

This is an in-person position that will require being in the office Monday through Friday.

The successful candidate will be responsible for the following:

• Greeting customers, providing information, and referring as appropriate; Screening and processing routine telephone communications, mail, and requests.
• Coordinating and managing complex attorney calendars including scheduling meetings via Zoom and Microsoft Teams, ensuring seamless logistics and monitoring calendars to prevent double bookings
• Processing incoming and outgoing mail/deliveries including receipt of subpoenas and other high priority legal documents
• Maintaining confidential and sensitive information and materials
• Supporting the processing of outside law firm invoices, including monitoring incoming emails, and data entry
• Facilitating the execution of agreements and document signatures for attorneys and leadership
• Overseeing reservations and preparation of the OGC conference room and other in-person meetings, ensuring readiness of equipment and materials including catering
• Coordinating travel arrangements, making reservations, and processing reimbursements
• Maintaining inventory and order/purchase office supplies; Arrange for equipment maintenance; Process work orders for facilities repairs/needs.

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

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.

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.