Part Time Office and Event Coordinator

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  CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
  

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Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Lehigh Valley is seeking a highly dependable candidate with strong customer service and communication skills for the position of Office and Event Coordinator as part of its Finance and Business team.

The selected candidate will serve as the first line liaison at the reception desk processing communications to external and internal contacts and managing office supplies and equipment. Candidate will support select internal events and oversee all external events. Candidate will provide direct administrative support to the Finance and Business department. Candidate will also supervise front desk student workers and serve as an I9 onboarding partner.

This part-time position is for 24 hours/week. Applicant must be available Monday – Thursday, 9am-2pm and Fridays, 10 am - 2pm. During the start of every academic school year beginning mid-late August, there is an opportunity to work 40 hours/week for up to 3-4 weeks.

Candidate must be able to incorporate feedback quickly, work collaboratively, and manage multiple assignments to support campus departments as needed in a fast-paced environment with an eye to detail and maintaining confidentiality as required.

The successful candidate will be responsible for the following:

• Greet all customers and provide needed campus information
• Act as point of contact for all external events, facilitate all communications, process room rentals and invoices, arrange travel, maintain client files
• Manage 25Live (PSU reservation system), maintain current inventory of rooms and resources, provide daily and weekly event reports
• Own the purchasing process from start to finish for office inventory and supplies – create shopping carts, purchase orders, confirm goods receipts,  and ensure timely processing of all invoices and expense reports
• Perform basic clerical duties i.e., voicemail, mail, copy, print, scan, shred, fax, laminate, bind, mail merge
• Maintain work unit files, visitor log, parking permits, fleet vehicles, keys, and Lost & Found
• Maintain campus directories, campus map, and organizational charts including LionSpace
• Support Finance & Business unit by receiving and processing payments
• Maintain office equipment: schedule maintenance, troubleshoot basic errors; process work orders for repairs as needed
• Serve as I-9 onboarding partner for student and wage workers
• Schedule and maintain class cancellation/announcement boards
• Supervise front desk student workers- involved in hiring, training, scheduling, support, time approval, delegation of work
• Assist other units with special tasks as needed

This position typically requires a high school diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Employment with the University will require successful completion of background check(s) in accordance with University policies. 

Please provide a resume and cover letter at the time of application.

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.

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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