Administrative Support Assistant 3

Penn State University

University Park Campus
Campus City:
University Park, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
03 – F – Non-exempt
Work Unit:
Office of The Vice President for Outreach
Full/Part Time:


Penn State Outreach connects Penn State's programs, research, and services to a vast and diverse global community and plays a strategic leadership role in advancing Penn State’s 21st century land-grant mission. The Office of the Vice President for Outreach and the Office of Outreach Development are seeking a versatile, dynamic, detail-oriented professional to join our administrative teams. You will contribute to the goals of the departments by providing essential administrative support while assisting with and supporting a variety of departmental and committee functions. You will serve as first point of contact in the Office of the Vice President for Outreach executive suite and the Justice and Safety Institute suite. There may also be an opportunity for you to provide back-up administrative support for other units when a need is identified. This is an excellent opportunity if you thrive in an innovative and dynamic team environment. Responsibilities for the Office of the Vice President for Outreach will include but are not limited to answer, screen and direct phone calls; greet and direct visitors; provide information and/or refer as appropriate and handle e-mail inquiries. Distribute mail, manage electronic and paper files, maintain inventory/order office supplies, act as safety monitor, update business continuity plan, calendar management, arrange meetings and appointments, assist with and prepare materials and logistics for various groups and committees, take and distribute minutes/notes from meetings, assist with various projects and events. As well as prepare and process various financial forms, coordinate travel and process expense reports. You will serve as backup to the executive assistant in the Office of the Vice President for Outreach. Responsibilities for the Office of Outreach Development will include but are not limited to working with the Assistant Director of Stewardship, you will be assisting in the mailing of weekly and special events stewardship including collecting addresses, typing letters/note cards, proofreading, obtaining signatures, mailing, etc. (solicitation, acquisition, renewal). Working with the Outreach Development team, you will be assisting with logistical planning for special events and meetings. You may also be asked to help staff special events when needed. You will be assisting with updating development database files. You will serve as backup to the administrative support assistant in the Office of Outreach Development. The position requires strong technology skills including proficiency in MS Office and electronic calendaring and adaptability to learn and utilize new software applications to enhance productivity. Data management skills to include ability to update database files, verifying accurate data lists, and facilitating data file transfers. This position typically works from 8:00 a.m. – 5:00 p.m. Monday – Friday. However, there may be a few times that you would be asked to work outside this time to help staff special events. A commitment to diversity, equity, respect and inclusion is necessary. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Familiarity with Penn State policy and experience with Penn State systems such as IBIS (new SIMBA), e-Buy, Worklion, ERS or similar systems is preferred but not required. The ideal candidate will demonstrate strong interpersonal, organizational, written and oral communication skills; customer service focus; exercise professionalism in dealing with customers both internal and external; exhibit good judgment; discretion in maintaining confidentiality; flexibility in handling multiple tasks simultaneously; and comfort working independently as a self-starter and collaboratively in a team environment. 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