Administrative Assistant

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Student Legal Services is hiring an Administrative Assistant who will support the general administrative functions of the office. Student Legal Services provides representation, consultation, and referral services to students in their personal legal matters. Our office’s mission is student success, and everything we do is directed toward that end! 

We are seeking a dedicated and personable individual to join our team. As the first point of contact for our office, you will play a crucial role in creating a welcoming and professional environment for our students. The ideal individual will possess excellent communication skills, exceptional organizational abilities, and a commitment to providing outstanding customer service.

The duties of this position include but are not limited to.

• Process student intakes through our cloud-based data management system.

• Verify conflict of interest information and forward it for Director review.

• Schedule student appointments both in-office and virtually and manage the calendars for five attorneys.

• Collect and analyze data.

• Provide general office support.

• Greeting visitors and providing information.

• Review, respond to, and direct inquiries.

• Plan, organize, support, and coordinate daily office activities and administrative processes.

• Provide support for scheduling, personal calendars, and 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.

• Create and maintain files and databases.

• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections.

• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facility’s needs.

• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures.

• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as the point of contact with vendors.

• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.

• May coordinate work assignments to ensure efficient workflow and processes.

• May interview, train, and direct the work of other support staff, students, and wage payroll personnel.

This position requires a minimum of a High School Diploma/GED or Vocational Training/Degree and two or more years of relevant experience.  Due to the financial and fiduciary responsibilities of this position, successful completion of a credit history check will be required in addition to standard background checks.

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.

Benefits for full-time employees at Penn State include (visit https://hr.psu.edu/benefits for more detailed information):

• Medical, dental, vision, and retirement plans

• Tuition discounts (including for a spouse and dependent children up to the age of 26)

• Generous vacation time and sick time

• 16 paid holidays/campus closure days

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 inclusive excellence 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 inclusive excellence as a core strength and an essential element of our public service mission. 

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

$38,300.00 - $55,500.00

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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