Administrative Assistant

Job Number: REQ_0000076416

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.

POSITION SPECIFICS

The Department of Nutritional Sciences, in the College of Health and Human Development, is seeking an Administrative Assistant. This position provides day-to-day administrative and operational support, including greeting and assisting visitors, preparing documents and reports, scheduling meetings and reserving space, coordinating calendars, serving as key custodian and managing general office needs. The Administrative Assistant will also serve as departmental budget and research administrative support and will work closely with Nutritional Sciences’ leadership team.

Responsibilities:

• Monitor unit budgets, track financial transactions, and assist with reports and audits.

• Prioritize requests, resolve issues, and liaise with departmental faculty. Review documents for accuracy and compliance, ensuring deadlines are met.

  
  
  

• Track Department of Nutritional Sciences commitments via excel spreadsheet, ensuring processes stay current and effective.

• Liaise with the college’s research office for expenditure approvals

  
  

• Initiate financial, human resources, and travel reimbursement transactions. Assist in managing budgets for general funds, research grants, contracts and endowments.

• Assist faculty and graduate students with travel and group meals forms. Verify receipts and general policies for reimbursement.

  
  
  

• Approve purchasing card transactions. Prepare and authorize (first-level approval path) purchase orders to include the sole source justification forms for any orders over $25K. Accept funds and prepare bank deposits.

• Collaborate with other members of the department’s administrative to support cross training, shared knowledge, and reliable cover/customer service.

  
  

• Serve as key custodian and building access coordinator as well as provide backup to Nutritional Sciences Administrative Manager as needed.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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

Qualifications/Skills:

• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.

• Excellent attention to detail and ability to review documents for accuracy and policy compliance.

  
  

• Strong communication and customer service skills with the ability to work collaboratively with faculty, staff, and students.

• Proficiency with Microsoft 365 tools including Outlook, Word, Excel, Teams, SharePoint, and OneDrive.

  
  

Additional Success Factors:

Experience with Penn State’s core administrative systems or similar platforms, including SIMBA (Penn State’s SAP-based financial system), Workday (HRIS), PSUbuy (SAP-based procurement platform), Microsoft Office Suite, eSteward (gifts and endowments), and ServiceNow (incident tracking). Training and guidance will be provided for candidates who are eager to learn and grow in these areas.

Location:

This position has a hybrid work modality option. The primary location for the role is State College PA, at the University Park campus and will require regular weekly work on campus. Questions related to work schedules should be directed to the hiring manager during the interview process.

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 $38,300.00 – $55,500.00.

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 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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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