Administrative Support Coordinator 3

Penn State University

Campus/Location:
University Park Campus
Campus City:
University Park, PA
Date Announced:
08/02/2019
Date Closing:
open until filled
Job Number:
89724
Level/Salary Band:
03 – G – Non-exempt
Work Unit:
College of Agricultural Sciences
Department:
Communications and Marketing
Full/Part Time:
Full–Time

Description

This position will provide administrative and financial support for the Agricultural Sciences Communications and Marketing unit and is a critical position in ensuring effective and efficient daily operations for the unit. This position will oversee, manage and coordinate the day-to day activities for team and unit budgets. This includes budget preparation for yearly budget requests for all unit budgets, as well as day-to-day management. Day-to-day management includes coordinating and creating financial and operational reports for internal and external distribution, monitoring of expenses to ensure accountability for expenditures and proper allocation across budgets, cost centers, and category methodologies, as well as submitting, reviewing and approving financial transactions and processing forms within financial system. Financial duties also include management of vendor and partner contract/agreement relationships, which includes financial management of purchase orders to ensure payments align with agreements and payments are processed in a timely manner. This position will also coordinate administrative activities for Associate Director and associated teams, which includes calendar management, point of contact for team lead inquiries, meeting and interview coordination, and other general office duties including fax, copy, communication, and reporting. Also responsible for 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. This includes managing partner paperwork, including Master Service Agreements (MSA), Statements of Work (SOW), and other university required documents depending on the type of agreement and vendor relationship. Also responsible for maintaining communications with Penn State Purchasing and alerting team of issues, concerns, and managing through to resolution. This position will also coordinate key messaging within the unit and with clients, which includes writing and editing 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 an Associate's degree or higher plus three years of related experience, or an equivalent combination of education and experience. Experience with Penn State financial systems, including IBIS and iTwo, preferred but not required. 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. 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 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