Administrative Assistant

Administrative AssistantThe Center for Theory of Emergent Quantum Matter (C-TEQ), part of the Institute for Computational and Data Sciences (ICDS) Quantum Hub, is hiring an administrative assistant (intermediate or senior support based upon qualifications) serving as the Assistant to the Director and to support its launch and ongoing operations of this new center. This position supports C-TEQ by managing administrative workflows, coordinating personnel and visitor processes, managing calendars and events, and maintaining financial and outreach systems that enable research and collaboration. The ideal candidate is highly organized, detail-oriented, and able to work collaboratively across a diverse academic community.Primary Duties and Responsibilities:Provide administrative support to the Center Director, faculty, postdocs, graduate students, and visitorsManage calendars and coordinate meetings for the Director and seminar/conference roomsProcess postdoc hires, separations, and contingent worker records using Workday and WorkLionAdminister the visitor program: prepare invitation letters, advise on visa types, initiate visa applications via iStart, and guide visitors through PSU policies and housing logisticsOrganize and execute logistics for seminars, workshops, conferences, and receptionsEstablish and maintain office procedures and ensure compliance with university record retention policiesTrack and reconcile budgets using SIMBA; prepare financial reports and assist with proposal budgetingProcess travel arrangements, purchasing, and expense reports; support faculty and students with SAP ConcurAssist with proposal preparation by providing cost estimates and financial documentationMaintain center web pages and outreach materials; design and update interactive formsPromote center events through social media (LinkedIn, Instagram) and bulletin boardsRequired Qualifications:Coordinating and scheduling appointments for senior staff members, committees, meetings, etc.High level of proficiency with Microsoft Office 365 programs such as Outlook, Word, and ExcelOrganizational skills with attention to detail and accuracyAdditional desired qualifications and skills include:Familiarity with Zoom, Microsoft Teams, OneDrive, and SharePoint; Experience with Penn State systems (SIMBA, SAP Concur, 25Live, Pure, SciVal); Ability to manage time and projects independently; Capacity to handle confidential information and time-sensitive tasks; Ability to quickly learn new administrative systems and databasesMINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONSIf filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience. 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. Required Certifications: NoneSALARY & BENEFITSThe salary range for this position, including all possible grades, is $38,300.00 - $61,000.00. Salary Structure - Information on Penn State's salary structurePenn 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.EEO IS THE LAWPenn 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.