Administrative Support Assistant
Penn State University
- University Park Campus
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- Work Unit:
- College of Health and Human Development
- Edna Bennett Pierce Prevention Research Center
- Full/Part Time:
The Edna Bennett Pierce Prevention Research Center (PRC; prevention.psu.edu), housed within the College of Health and Human Development (HHD), is seeking a highly motivated, detail-oriented, and well-organized administrative professional to provide support to join our team. The key duties of this position fall into two broad domains at approximately 50% effort each. First, this position will serve as an Administrative Assistant to the PRC Director, who also is the Interim Director of Penn State’s Consortium to Combat Substance Abuse (CCSA; https://combatsubstanceabuse.ssri.psu.edu/, administered through the Social Science Research Institute/SSRI). In assisting the Director, this position interacts regularly with internal College and University leadership offices, faculty and staff, as well as other external constituents and stakeholders. Responsibilities will include, but are not limited to: compile and organize data, agendas and other meeting materials for high-level advisory boards and committees; prepare the Director for meetings/events by assembling background/briefing materials; coordinate travel for the Director and all related logistics; prepare travel itineraries and background materials; track and follow-up on items prior to travel; coordinate with hosts and/or other units on travel costs; assemble travel expenses and receipts upon completion of trip and enter travel reimbursement into the Employee Reimbursement System (ERS); coordinate and attend meetings and record and distribute executive minutes; coordinate and/or manage a wide variety of special projects; assist the Director with prioritizing requests and managing deadlines; assist Associate Director with maintaining calendar and scheduling meetings as needed; assist lead PRC administrative coordinator to organize special events and projects. Second, this position will provide administrative support and coordination to the CCSA, serving as the primary point of contact for the Consortium, coordinating various meetings that typically involve numerous directors of research and administrative units, organizing a large annual event, coordinating across 6+ active faculty searches to ensure effective communication across departments and Colleges, and coordinating an ongoing seed grant program in collaboration with SSRI staff. Responsibilities for supporting the CCSA include: reserving meeting venues both on and off campus; assisting with the Director's extensive calendar; preparing meeting agendas and other materials; coordinating catering, transportation, lodging, and other logistics as necessary; recording meeting minutes and disseminating notes and action items in a timely and professional manner; tracking and follow-up to ensure that documentation is received in a timely manner; and organizing and keeping current various mailing lists. This position also is responsible for the coordination of travel and will reconcile all travel expenses for CCSA related faculty, staff, and visitors in ERS and will follow up to ensure that expense reports are approved and paid. This job will be filled as a level 3, or level 4, depending upon the successful candidate's competencies, education, and experience. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience for a level 3. Additional experience and/or education and competencies are required for higher level jobs. Applicants with experience in Microsoft Office programs, ERS, IBIS, 25 Live, InfoReady, MyResearch Portal, SIMS, and Zoom will be especially competitive. This position, which will report to the lead PRC Administrative Coordinator, requires excellent critical thinking and interpersonal skills as well as strong written and oral communication skills. A team orientation and unfailing willingness to collaborate with staff and faculty in the PRC, HHD, and CCSA is absolutely essential, as are a strong capacity for customer service, conscientious attention to detail, excellent organization, and time management abilities to proactively multi-task in a fast-paced environment. Consistent high quality and thoroughness of work is crucial. A proven track record of exercising discretion and independent, excellent judgment, while managing confidential information is vital. Excellent computer skills, including proficiency in all Microsoft Office applications and the ability to learn new software applications, are essential. 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.