Administrative Support Assistant - Level 2

Penn State University

Penn State Extension
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
02 – D – Non-exempt
Work Unit:
College of Agricultural Sciences
Extension - Chester County
Full/Part Time:


Penn State Extension in Chester County seeks to hire an Administrative Support Assistant. The Administrative Support Assistant will work closely with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators, and other Administrative Support Assistants to help ensure the smooth and efficient daily operation of the Chester County Cooperative Extension office; assist with county Extension program and events coordination; provide administrative support for 4-H and Master Gardener volunteer programs; provide customer relationship support; help coordinate office communications, multimedia product development,, and publications; engage in social networking (Facebook, Penn State PLONE website, etc.); and perform other clerical and administrative duties of administrative support as needed. Specific responsibilities can include: Serve as receptionist or first-line liaison to internal and external contacts and provide general office support; Greet customers, answer telephone, provide directions, or information and solve routine issues; Communicate routine and general information to staff, customers, and/or public about standard services, processes, and procedures using prescribed or established guidelines; Schedule/cancel appointments and meetings; Assist the office in developing, publishing, and managing news releases for Cooperative Extension programs; Assist with social media communications (Facebook, Penn State’s PLONE website, Twitter, etc.); Assist educators with developing and providing program advertisements, flyers, brochures, and follow-up media releases; Maintain educational resource and publication files, order publications as necessary; Maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare, and distribute mass mailings; Assist with set-up of off-site workshops, classes, Council meetings, or special events as assigned; Assist Extension Educators in maintaining and filing documents and reports for grant programs; Assist Educator’s with many clerical and administrative tasks supporting our 4-H and Master Gardener volunteer programs with registrations, volunteer compliance tracking, annual Fair 4-H Livestock sale publications / expense voucher preparations / invoicing, etc.; and perform other duties as assigned or requested. The Administrative Support Assistant should be able to assume the temporary/occasional role and duties of the other office support staff on an “as needed basis” across a multi-county area. The position is based at Penn State Extension’s Chester County office located within the Chester County Government Services Center building, 601 Westtown Road, Suite 370 West Chester, PA. Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience. Proficiency in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred. Higher Education is preferred. The Administrative Assistant must maintain a professional appearance, represent The Pennsylvania State University and the county Cooperative Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, Office Manager and Extension Educators. The Administrative Assistant must have the ability to work as part of the Extension team, as well as to work independently, and have the ability to follow procedures as determined by Penn State Extension. Candidates must have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information. Experience in a team environment with excellent team skills is required. Have the ability to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment. Candidates should possess excellent grammar and proofreading skills, advanced computer skills, specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365, and with Penn State’s Salesforce web-based customer relationship management software application. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding. This is a 100% full-time equivalency (FTE) job and the individual will work 40 hours/week, Monday through Friday. Some occasional evening/weekend work for events/meetings may require a flexible workday schedule. 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