Administrative Support Assistant 4

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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:
The College of Health and Human Development's Outreach Office is seeking an energetic and experienced Administrative Support Assistantto join our team. The Outreach Office works with all academic units in the College to plan, design, develop, and deliver a wide range of educational opportunities, programs, and resources that enhance student learning, reach new audiences, and foster collaborations. The Administrative Support Assistant provides primary support to the director and performs administrative coordination and support for the unit's operations. The individual in this role serves as the first point of contact for the office and interacts daily with faculty, staff, and administrators. The successful candidate will be highly organized, detail-oriented, customer-service-focused, and someone who thrives in a busy team-based work environment. A proven track record of handling confidential HR materials is required, as is the ability to track and meet deadlines. The position requires excellent communication skills, including verbal, written, and interpersonal.
Responsibilities:

• Prepare and process a high volume of hiring contracts each semester for online teaching assignments and course development projects managed by the unit, as well as handle related correspondence. This function requires coordination with Human Resources.
• Coordinate and schedule meetings, including managing calendars and correspondence, and preparing agendas and meeting notes, as needed.
• Handle financial transactions, such as processing invoices, expense reports, and ordering supplies and materials.
• Collect and organize information, manage records, maintain files and documents, as well as keep related information up to date.
• Track deadlines and submit course lists, instructor assignments, and all related changes to World Campus. Ensure timely communication with all necessary parties regarding these submissions.
• Assist with the planning and coordination of events and activities, including scheduling, handling logistics, managing correspondence, maintaining records, and making arrangements with vendors.
• Stay abreast of College and University policies and procedures as they relate to the unit and coordinate with the director and other staff to ensure that the unit is in compliance.
• Provide support for the process of hiring and onboarding new staff, as needed.

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 inclusion 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 inclusion as a core strength and an essential element of our public service mission. In HHD, enriching the lives of others is our mission. We believe in the power of human capacity for growth and live that mission by meeting challenges, both big and small, with excitement and energy every day. We invite you to come grow with us.
Education and Experience Requirements:
Typically requires a High School Diploma or higher plus three years of related experience or an equivalent combination of education and experience. Knowledge of University policies and procedures, and proficiency in Microsoft Office365, Penn State's HR systems (WorkLion and Workday), and the System for Integrated Management, Budgeting and Accounting (SIMBA; Penn State's Enterprise Resource Planning system) and SAP CONCUR are strongly preferred.
Application Instructions:
For full consideration, applicants must include a cover letter and resume with their application.
Additional Information:
This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process
The following background checksmust be successfully completed for this position:
This position will require the successful completion of standard background checks.
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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