Administrative Support Assistant 3

Penn State University

Campus/Location:
University Park Campus
Campus City:
University Park, PA
Date Announced:
01/23/2019
Date Closing:
open until filled
Job Number:
85275
Level/Salary Band:
03 – F – Non-exempt
Work Unit:
College of Agricultural Sciences
Department:
Marketing/Communications
Full/Part Time:
Full–Time

Description

This position manages activities for the team, which includes ensuring timely and appropriate dissemination of information, establishing and assigning priorities, ensuring schedules are maintained, and developing processes and procedures to assist with assigned duties. This includes providing administrative support for supervisor and team with internal and external personnel, which includes meeting/calendar management, meeting documentation, and managing action and issue lists. This position will also coordinate the processing of financial and human resource forms; coordinate office equipment purchases and other materials. Position will also manage and monitor the day-to day activities for team budgets. Duties also include preparing financial and operational reports; assist with preparation of short and long-range budgets plans, review and approve financial transactions within established guidelines. This also includes support of vendor and partner relationships by maintaining and monitoring vendor status, which includes management of purchase orders. Responsibilities also include leading the vendor agreement renewal process, which includes monitoring renewals and coordinating the process with team leads for the appropriate vendors, as well as ensuring agreements and statements of work are updated for renewals, submitted to Penn State Purchasing in a timely manner, and delivered on time. Also responsible for maintaining communications with Penn State Purchasing and alerting team of issues, concerns, and managing through to resolution. Also serve as an administrator for Project Management Software, which includes assisting with user access, project templates, project setup, and project monitoring. Position is also responsible for management of reporting for supervisor and the team, which includes the developing and monitoring of reports to ensure tasks and projects are delivered on-time, as well as monitoring other critical project management data points. This position will also write and edit internal and external communications for a wide range of audience, which includes content for email, direct mail, and web regarding team updates, policies, change management, and other critical initiatives. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. This position requires excellent communication, organization, planning, and timeline management skills, as well as a thorough attention to detail. Position must demonstrate a thorough proficiency with computers, including applications such as Microsoft Office Suite and the ability to learn new software applications. Proven strong administrative, organizational, prioritization and time management skills. Experience with Penn State financial systems, including IBIS and iTwo, preferred but not required. Experience with project management software preferred, but not required as well. Position should demonstrate strong writing skills to support various types of internal and external communication needs. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding.

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