Administrative Support Coordinator 4
Penn State University
- University Park Campus
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 04 – H – Exempt
- Work Unit:
- College of Agricultural Sciences
- College Relations and Communications
- Full/Part Time:
This position directly supports the Director of College Relations and Communications and the Assistant Director of College Relations by providing a wide variety of extensive and complex administrative and office functions and specialized technical support for complex, event and meeting management, organizational management, and high-level external stakeholder engagement, as well as provides strategic support to the larger unit (70 staff). The position serves as a very visible liaison and brand ambassador for the college to build awareness and support for the college’s mission, programs, and funding. Develops and implements innovative and quality improvement strategies to accomplish these goals. The Administrative Support Coordinator ensures the highest quality management of events and activities and fosters excellent relations with internal and external partners by providing superior customer service. This position provides oversight and support for those processes associated with planning and executing events, to include logistics such as setting up and managing registration system, invitations, reminders, registration details, and payments; reserving meeting space, processing purchase orders, and ensuring policy compliance; preparing agendas, meeting packets, and name tags; and recording and distributing minutes and other documents. The Administrative Support Coordinator manages the operational activities of the office including establishing priorities and procedures, as well as ensuring compliance and confidentiality in line with university policies. Manages the day-to-day operations of the office by financial support processing, analyzing and maintaining financial records and budgets; ensuring lobbying reports are accurate and process on deadline; coordinating travel, supply management, intake of customers/visitors, as well as ensuring that schedules are maintained, and deadlines are met. Coordinates schedules with internal and external faculty/staff/stakeholders. Responsibilities also include researching, composing, proofing and editing correspondence, presentations, reports, manuals, newsletters, agendas, press releases; and updating websites and publications. Coordinates stakeholder engagement, advocacy, and government and industry relations including communicating with high-level government and university officials; sets up meetings with legislative offices, state agencies, and industry associations; prepares correspondence; and processes and submits lobbying reports. Supports advocate development and training. Maintains databases and e-mail listservs for legislative advocates, Ag Council membership, and industry associations. Typically requires an Associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience. Candidate must possess excellent verbal and written communication skills including writing, proofing, and editing. Must have exceptional attention to detail and organizational skills with the ability to manage concurrent projects and deadlines effectively. Ability to work with diverse audiences and provide excellent customer service. Excellent computer (PC) skills in Microsoft Office and Outlook required. Familiarity with event planning, meeting management, and knowledge of C-Vent (an online registration system), Salesforce, Workday, ERS, IBIS, and EBUY preferred.
These salary bands have been established to provide salary guidelines for staff positions.