Administrative Support Assistant 1
Penn State University
- Penn State Extension
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 01 – C – Non-exempt
- Work Unit:
- College of Agricultural Sciences
- Penn State Extension, Butler County
- Full/Part Time:
Penn State Extension in Butler County seeks to hire an Administrative Support Assistant. The Administrative Assistant will work closely with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators and other Administrative Support Assistant to help ensure the smooth and efficient daily operation of the Butler County Extension office; assist with county Extension program and events coordination; provide customer relationship support; help coordinate office communications, multimedia product development and publications; engage in social networking (Facebook, Penn State PLONE website, etc); maintain and update client/4-H registrations and event preparation; and cross-train with other members of the Area 1administrative support team as needed to perform other clerical and administrative duties of Administrative Support as needed. Specific responsibilities can include: Serve as receptionist or first-line liaison to internal and external contacts and provide general office support. Greet customers, answer telephone, provide directions or information and solve routine issues. Communicate routine and general information to staff, customers, and/or public about standard services, processes, and procedures using prescribed or established guidelines. Schedule/cancel appointments and meetings. Manage 4HOnline and the 4-H Fair Entry Program online programs. Assist the office in developing, publishing and managing news releases for Cooperative Extension programs. Assist with social media communications (Facebook, Penn State’s PLONE website, Twitter, etc.), Assist educators with developing and providing program advertisements, flyers, brochures and follow-up media releases; maintain educational resource and publication files, order publications as necessary; maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare and distribute mass mailings; assist with set-up of off-site workshops, classes, Board meetings or special events as assigned; assist Extension Educators in maintaining and filing documents and reports for grant programs; and assisting the 4-H Educator with numerous clerical tasks, 4-H registrations, volunteer compliance tracking, annual Fair 4-H Livestock sale publications/expense voucher preparations/invoicing, etc. Perform other duties as assigned or requested. The Administrative Assistant must maintain a professional appearance, represent Penn State University and the county Cooperative Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, office manager and Extension Educators. The Administrative Support Assistant should be able to assume the temporary/occasional role and duties of the other office support staff on an “as needed basis” across a multi-county area. The Administrative Assistant must have the ability to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension. Candidates must have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information. Proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred. Experience in a team environment with excellent team skills is required. Have the ability to work independently to multi-task, and to prioritize work load in a fast-paced ever-changing environment. Candidates should possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher and with Penn State’s Salesforce web based customer relationship management software application. The position is located in the Penn State Extension Butler County Office, 101 Motor Pool Way, Butler, PA 16001. Typically requires a High School diploma or higher, or an equivalent combination of education and experience. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding. This is an 87.5% full-time equivalency (FTE) job. This individual will work 35 hours/week, Monday through Friday, 8:30-4:30. Some occasional evening/weekend work for events/meetings may require a flexible workday schedule. Full Penn State benefits included.
These salary bands have been established to provide salary guidelines for staff positions.