Administrative Assistant

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office of Enterprise Change & Transformation (ECT), within the Office of the President, is seeking applications for an Administrative Assistant – Senior Support. Working in collaboration with department leadership and staff, the successful candidate will take a prominent role in overseeing the operational activities of the administrative office suite, representing staff in unit administrative leadership, and assisting in the development and monitoring of ongoing projects and overall portfolio. This is a demanding and fast-paced position with multiple projects occurring simultaneously. Self-motivation is a must and the ability to organize and maintain details/status/follow-up of all information for each initiative. 

The duties of this position may include, but are not limited to, the following:  

• Provide administrative support for executive and/or senior administrator and direct support activities for all levels of the unit/association/department/organization 

• Develop and maintain positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public 

• Research and draft communications such as talking points, speech scripts, responses to correspondence and presentations 

• Coordinate calendar, pertinent databases, confidential files and systems 

• Arrange logistics for appointments and meetings; prepare agendas 

• Oversee the operational activities of the office, including supporting the academic program staff in their daily work. 

• Complete assigned projects, develop work plans, and oversee project phases to ensure effective and efficient workflow. 

• Facilitate staff goal setting and structure support for achieving outcomes. 

• Encourage and support staff through professional development while prioritizing the incorporation of diversity, equity, inclusion, and belonging initiatives. 

• Develop and implement new guidelines and procedures that will streamline the office operations. 

• Perform complex and confidential administrative duties and responsibilities. 

The position will serve as primary support to the Assistant Vice President and Senior Director of Enterprise Change & Transformation. This office works to implement institutional initiatives within the Office of the President. 

The location of this position is either fully in-person at our University Park Campus, or in a hybrid model of both in-person and remote. Standard working hours are in the eastern time zone.

Communication is a key element to this position. Maintaining consistent and accurate communication with team and department staff, and external departments and vendors, and keeping accurate records is a critical component of the job duties for this position, as this person will represent the office through telephone and personal contact. 

Additional Job Duties: 

• Staff special events as necessary 

• Reconcile travel and/or purchase card expenses 

• Perform other duties as assigned 

Education and experience/skills: 

• Minimally requires an associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience 

• Strong organizational and administrative skills 

• Excellent written, verbal, and interpersonal skills 

• Data management skills include the ability to update database files, verifying accurate data lists, and facilitate data file transfers. 

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability 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 in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

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

$42,100.00 - $61,000.00

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

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 .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action 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.

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