Administrative Support Assistant 4

Penn State University

University Park Campus
Campus City:
University Park, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
04 – G – Non-exempt
Work Unit:
Eberly College of Science
Physics Department - The Institute for Gravitation and the Cosmos
Full/Part Time:


The Institute for Gravitation and the Cosmos (IGC) is seeking an experienced Administrative Support Assistant to manage the daily activities of the Institute. This position provides sole administrative support to the IGC director, associate director, three center directors, 6 faculty members plus postdoctoral scholars and graduate students. Duties include but are not limited to: Manage daily IGC activities to include administrative tasks associated with IGC personnel. Manage the IGC visitor program by preparing letters of invitation, processing visa applications, coordinating travel, honoraria and reimbursements for visitors, and managing the internal processes related to visitors. Manage and execute all logistics for meetings, receptions, seminars, workshops and conferences. Maintain general and research budget balances, provide expense projections, and provide monthly budget reports to all IGC faculty members. Process all financial documents for day-to-day operations and special events using IBIS and ERS, adhering to University policies and procedures as well as funding source spending guidelines. Design, create and maintain IGC web pages, mailing lists and the directory; publicize IGC events including workshops, conferences and weekly seminars; engage in social media outreach. Coordinate postdoctoral searches including postings and hires, monitor hiring process handled by HRSS. Manage Ccure security system. Establish office procedures and oversee records management. Typically requires a High School diploma or higher plus three years of related experience, or an equivalent combination of education and experience. Candidate must demonstrate organizational skills with attention to detail and accuracy and exercise discretion and judgment while managing confidential information. Proficiency with some of the standard computer applications and programs such as Microsoft Word, Excel, PowerPoint and Outlook is necessary. Proficiency with Workday, IBIS and ERS is strongly preferred. Ideal candidates will have excellent communication and customer service skills and the ability to manage multiple priorities with a high level of professionalism. The individual should be able to work both independently and collaboratively as a team member with a minimum of supervision and have a demonstrated commitment to diversity and inclusion in all its forms. Strong knowledge of University policies and procedures is preferred.

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