Administrative Assistant, College of the Liberal Arts

Administrative AssistantThe Department of Political Science and School of Public Policy at Penn State University Park are seeking a customer-focused Administrative Assistant to primarily assist with event coordination and financial document processing.This position will work with faculty, guest speakers, and vendors to plan events, such as lectures, conferences, and award ceremonies, throughout the year (including during the summer semester), and handle various financial submissions and document processing.Key responsibilities of the event coordination aspect of this role include:Serve as the main point of contact for faculty to coordinate their event logistics (e.g., coordinate dates and itineraries, discuss potential speakers and event space)Effectively work with outside vendors on registration, secure the necessary contracts for event space useAssist visitors with travel arrangements and reimbursement, which can include international travel and visa paperworkWork with department management on the events' budgets and expense trackingEnsure smooth execution of conferences and events by attending the start to verify that all arrangements are in place, including attendee registration, room setup, food delivery, and presentation readinessAssist in the publicity of events via listservs, poster distribution, and social media by creating graphics, posters, banners, and other promotional materials in Canva; obtain necessary design approvals prior to distributionProcess honorariums as requested by faculty, which may include detailed communication with speakers and coordination with purchasing and finance teamsReview invoices for accuracy and address any discrepancies with vendorsOther responsibilities of the Administrative Assistant include but are not limited to:Assist with non-event related financial document processingReview and log expenditures; track use of funds and fund balancesSupport faculty hiring searches (e.g., organizing search materials, scheduling interviews, preparing correspondence)The Administrative Assistant will also serve as communication specialist for the Center for Social Data Analytics (C-SoDA). This will involve managing listserv creation, website updates, and working with the Director of C-SoDA to create brief articles and stories for social media.Working both independently and collaboratively in this role, the Administrative Assistant will support others on their administrative team as needed. This can include receptionist duties, scheduling conference rooms, ordering office supplies, and sorting/distributing mail.Qualifications:Excellent communication (both verbal and written) and interpersonal skillsAbility to stay organized with a high attention to detail and accuracy while multi-taskingOutstanding problem-solving skillsBasic proficiency with Microsoft Office 365Minimum Education, Work Experience & Required Certifications:If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted. Required Certifications: None. If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted. Required Certifications: None.To be considered, applicants must upload a resume and cover letter.Typical hours for this position will be Monday through Friday, 8:00 a.m. to 5:00 p.m. ET. However, the Administrative Assistant will be required to work some evenings and weekends for events. Out-of-town/overnight travel may be required on a very limited basis.Please note that this is not a fully remote position. In accordance with College guidelines, this position requires a minimum of three days per week of on-site work at the designated work location.The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.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.The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00. 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.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.Penn State is an equal opportunity 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.