Administrative Support Assistant 2

Penn State University

University Park Campus
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
02 – D – Non-exempt
Work Unit:
College of Engineering
Aerospace Engineering
Full/Part Time:


The Department of Aerospace Engineering in the College of Engineering is seeking an individual to serve as the first point of contact for the Department. Responsibilities include the following receptionist and office support duties: Answer and direct phone calls, greet and assist students, faculty, and visitors in the main office. Sort and distribute mail daily. Manage departmental express/ground packages. Maintain mailboxes for faculty, staff, graduate students, and student organizations. Maintain and update Listservs and directories for faculty, staff, and graduate students. Send broadcast email messages to faculty and students. Perform photocopying and faxing. Maintain and update access codes for faculty/staff and graduate student copiers. Make copier repair/service requests. Order toner cartridges and oversee inventory. Serve as contact with coffee/water vendors and place monthly orders. Reserve conference room and classrooms for student group meetings and faculty use. Provide administrative support to the Department Head Assistant. Assist with the coordination of faculty recruiting campaigns (candidate travel, lodging, and itinerary). Assist with department events (faculty meetings, committee meetings, retreats, milestone celebrations, visitor luncheons, etc.), and alumni events (Industrial and Professional Advisory Council, Outstanding Engineering Alumni, annual alumni reception, etc.). Order and set up refreshments. Provide staff support for the seminar series (arrange visitor travel, lodging, create itinerary and prepare and distribute seminar flyer). Collect receipts for speaker's visit and prepare financial documentation. Process expenses in ERS. Assist faculty who organize seminars and workshops (generate name tags, programs, and flyers and order/set up refreshments). Order plaques for annual award winners. Serve as backup support to the undergraduate and graduate assistants. Assist with student events (major night, Spend a Summer Day, prospective student visits, graduate recruitment weekend, etc.). Assist with graduation reception planning (mail invitations, track RSVPs, print name tags, print programs, seating chart, etc.) Assist faculty with class preparation by copying course notes, quizzes, and exams. Provide support to the department's student clubs (generate and distribute flyers, order refreshments, act as travel coordinator for Penn State sponsored student trips). Maintain office bulletin boards (update graduation photos, add news stories, update student organizations officers lists and contact information). Assist the department's Communications Strategist with obtaining student organization's events and activities for further promotion; upload new slides (created by Strategist) to the EBS monitor, and obtain and update email lists for department heads at other universities each semester. Serve as informal department photographer in Strategists absence. Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience. Excellent interpersonal, communications, and organizational skills, and a strong commitment to fostering diversity, inclusion, and teamwork are required. Strong computer skills and experience with Microsoft Office programs are required. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding. This is a 75% full-time equivalency (FTE) job. Will work 30 hours a week. Full Penn State benefits included.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088