Administrative Assistant

Penn State University Talent Acquisition • University Park, PA • 1h ago

APPLICATION INSTRUCTIONS:

CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

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.

If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

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

POSITION SPECIFICS

The Office of the University Registrar is seeking an Administrative Assistant to join our team. This position provides a high level of direct administrative support for the Assistant Vice President for Enrollment Management and University Registrar. The position will also provide administrative support to three Associate Registrars. This position is filled at the

Supervisor

level.

Duties Include But Not Limited To:

Assist in the performance of complex tasks and responsibilities

Work with and manage sensitive and confidential information

Address and resolve inquires related to office functions

Work with the Leadership Team and other staff to create and maintain a productive and positive office work environment and culture

Oversee, maintain, and monitor budgets for office and reconciliation of all budget transactions, prepare periodic reports, and support time record keeping functions in Work Lion

Manage the Assistant Vice President for Enrollment Management and University Registrar's complex calendar and coordinate travel arrangements and reimbursements, including those for the Associate Registrars

Coordinate and process confidential matters

Coordinate and manage all functions of conference planning for Campus Registrar meetings and other events

Serve as unit contact for Human Resources, Finance, and maintaining and ensuring confidentiality of student records as it pertains to the Family Educational Rights & Privacy Act (FERPA)

Supervisory responsibilities

Essential Skills And Requirements Include:

Ability to work in a team-based environment

Strong organizational and time-management skills

Ability to multi-task and to prioritize appropriately and meet required deadlines

Possess strong problem-solving skills

Excellent communications skills including interpersonal, written, and oral

Possess excellent attention to detail and work independently

Knowledge of university policies relating to students, human resources, safety, financial, payroll, administrative, purchasing, travel and facilities

Exceptional phone and customer service skills

Create and maintain excellent collaborative working relationships with other university staff at all levels

Ability to learn, understand and manage State and Federal laws relating to student data and subpoenas

Ability to work in a team-based environment

Strong organizational and time-management skills

Ability to multi-task and to prioritize appropriately and meet required deadlines

Possess strong problem-solving skills

Excellent communications skills including interpersonal, written, and oral

Possess excellent attention to detail and work independently

Knowledge of university policies relating to students, human resources, safety, financial, payroll, administrative, purchasing, travel and facilities

Exceptional phone and customer service skills

Create and maintain excellent collaborative working relationships with other university staff at all levels

Ability to learn, understand and manage State and Federal laws relating to student data and subpoenas

Required Experience:

Possess excellent skills in Microsoft office products, particularly Word and Excel.Have or be willing to acquire Notary Services certification.

Preferred Experience:

Knowledge of Ariba, PSUBuy, LionPATH, Work Lion, and Penn State travel policies.

Application Instructions:

Applicants must submit a cover letter, resume, and list of three references. References will not be contacted without permission.

Application review will begin immediately and continue until the position is filled.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired 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 $46,400.00 - $67,300.00.

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.

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.

EEO IS THE LAW

Penn State is an equal opportunity employer

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