Administrative Support

1 month ago

Palo Alto, California, United States Penn State University Full time
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.

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:


Job Title: Administrative Assistant - Part-Time (Wage Payroll)

Job Description:

The U.S. National Science Foundation National Synthesis Center for Emergence in the Molecular and Cellular Sciences (NCEMS) at Penn State University is seeking a highly motivated and detail-oriented individual to join our team as a Part-Time Administrative Assistant (24 hours per week). NCEMS is a national resource synthesizing diverse data to gain new insights and understanding of emergent properties in complex molecular and cellular systems. This position will be crucial to our center's operations, providing essential administrative and logistical support to ensure smooth day-to-day functioning.

Responsibilities:
  • Meeting Logistics and Scheduling: Coordinate all meeting logistics for the NCEMS leadership team, managing calendars, scheduling rooms, and preparing daily schedules. Facilitate travel arrangements and process reimbursements.
  • Administrative Support: Provide front desk support, handle incoming calls, email, mail, and assist visitors. Manage document preparation, data entry, and report generation.
  • Project and Operations Support: Act as a liaison between the NCEMS project manager and the Huck Operations team, ensuring smooth collaboration and support across teams.
  • Meeting Documentation: Attend meetings to record, transcribe, and distribute minutes effectively.
  • Event and Project Coordination: Assist in organizing special events and coordinate project-related activities.
  • Additional Support: Offer backup support to other administrative staff as needed.

Qualifications:

  • Skills: Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and OneDrive. Strong organizational, communication (written and oral), and interpersonal skills.
  • Experience: Prior experience in an administrative role is desirable. Familiarity with 25Live, SIMBA, SAP-Concur, and Shop OnLion is preferred.
  • Attributes: High attention to detail, ability to learn new software and databases quickly, and a strong commitment to providing excellent customer service.


Schedule: 20 to 24 hours per week (limited to 24 hours per week). In-person, 5 days a week, ideally from 8:30 AM to 12:30 PM and 4:00 PM to 5:00 PM. Flexibility provided, but the majority of hours should fall within these windows.

Applications should include a current resume and cover letter; references can be provided at a later date.

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.

For more information about NCEMS, visit NCEMS Website.



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

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