Part-Time Administrative Assistant

Part-Time Administrative Assistant at Penn State University

The Part-Time Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative units. This role involves greeting, referring, and assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data, including budgetary expenditures; and providing general office support.

ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

Key Responsibilities:

• Plan, organize, support, and coordinate daily office activities and administrative processes within an office or unit.
• Greet visitors and provide information; review, respond to, and direct inquiries.
• Provide support for scheduling, personal calendars, and travel arrangements.
• Coordinate meeting logistics, including scheduling, material preparation, and agendas.
• Compose, review, and distribute internal and external communications.
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.
• Create and maintain files and databases.
• Monitor and maintain budgets, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections.
• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs.
• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures.
• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as a point of contact with vendors.
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.
• May coordinate work assignments of department/unit support employees to ensure efficient workflow and processes.
• May interview, train, and direct the work of other support staff, students, and wage payroll personnel.

Work Location:

Your working location will be hybrid on-site/work from home, located in State College, PA. Questions related to flexible work should be directed to the hiring manager during the interview process.

Background Checks/Clearances:

Employment with the University will require successful completion of background check(s) in accordance with University policies.

All positions at ARL require candidates to possess the ability to obtain a government security clearance; you will be notified during the interview process if this position is subject to a government background investigation. You must be a U.S. citizen to apply. Employment with the ARL will require successful completion of a pre-employment drug screen.

Key skills/competency:

• Administrative Support
• Office Management
• Scheduling & Coordination
• Budget Management
• Data Analysis
• Communication Skills
• Event Planning
• Record Keeping
• Policy Compliance
• Microsoft Office Suite