Administrative Support Assistant

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State's Office of Strategic Communications, the University's central public relations and marketing division, is seeking an organized and detail oriented Administrative Assistant to handle general office operations and support our teams in PR, Marketing, Licensing/Visual Identity, and Campus and Community Events.

Working closely with the Associate Director of Administration, this position will help manage financial payments and transactions, coordinate staff travel and office purchases and assist with events and meetings that include internal staff and stakeholders from across the University. The successful candidate will thrive in a collaborative environment and exhibit a commitment to the division's values of inclusion and belonging.

This position requires a minimum of four days per week in the office.

Duties and responsibilities:

• Arrange travel and accommodations for staff in PR and Marketing
• Oversee office supply inventory and place orders for the division
• Coordinate logistics for staff meetings and events, including any food ordering, set-up, and clean-up
• Ensure the operation and maintenance of office printers/copiers
• Handle incoming and outgoing mail/deliveries and assist with phone calls to Strategic Communications' main phone line
• Process purchase order requests, change forms, and closures
• Monitor and process payment of division invoices
• Manage and reconcile staff purchasing card transactions
• Review financial documents for accuracy and compliance with university policies
• Prepare and submit expense reports using Concur
• Assist staff with financial processes and procedures
• Provide administrative support to the Associate Director of Administration
• Assist the Associate Vice President of Marketing with Lead Communicator Council (LCC) monthly meetings, gatherings, and educational programs
• Provide administrative support to directors and above as needed

The ideal candidate for this position will:

• Have strong organizational, problem-solving, and interpersonal skills
• Possess a solid work ethic and sound judgment
• Be detail-oriented and able to manage multiple priorities
• Handle confidential and/or sensitive matters with discretion and professionalism
• Be a self-starter who works effectively alone and with others
• Have a collaborative, service-oriented mindset and commitment to fostering a positive team environment

Education and experience:

Minimally requires a high school diploma/GED or vocational training/degree plus two or more years of relevant experience, or an equivalent combination of education and experience. Proficiency with Concur and SIMBA, Penn State's financial systems, is a plus. This position is filled at the Intermediate Support level.

More about Penn State's Office of Strategic Communications:

As Penn State's central public relations and marketing division, Strategic Communications is a fully integrated, award-winning, best-in-class marketing and public relations team defined by innovative strategy and breakthrough creative driven by measurable goals. We advance the University by strengthening and protecting the institution's reputation in regional, national and international spheres of influence in ways that serve recruitment, resource and leadership goals.

Spanning Penn State's large-scale enterprise-including 24 campus locations across Pennsylvania, nearly 90,000 students, and an alumni base exceeding 700,000-Strategic Communications' work encompasses all forms of communications and engagement, ranging from branding, marketing, and trademark and event management to internal communications, proactive and social media, research communications, and crisis and issues management. We've attracted talented and diverse team members from private and public sectors at all levels of our division, giving us the ability to build a strategic program of excellence recognized throughout the University.

Strategic Communications values and reflects Penn State's commitment to diversity, equity, inclusion, and belonging (DEIB), and our DEIB committee is actively involved in providing staff programming that helps incorporate DEIB principles into the fabric of our communications.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: