Administrative Assistant - The Pennsylvania State University : Job Details

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Extension in Northumberland and Union Counties seeks to hire an Administrative Assistant to provide administrative support to county-based program staff and perform financial transaction processing.The Administrative Assistant will:

• Report directly to the Extension Area 5 Business Operations Manager (BOM) and work closely with the Extension Area 5 Client Relations Manager (CRM), county-based Educators and other administrative support staff to ensure the smooth and efficient daily operation of the Northumberland and Union County Extension offices

• Provide office coverage for the Northumberland and Union County Extension Offices

• Share responsibility for maintaining the office accounting, budgetary, Accounts Payable, and Accounts Receivable functions using Penn State systems and QuickBooks

• Maintain confidential County and Penn State financial information and other data

• Process check requests, purchase orders, travel reimbursements, and procurement requests

• Monitor budgets, track expenditures, and process budget revisions (as directed by the BOM)

• Respond to routine and moderately complex questions and issues concerning Penn State University and Penn State Extension policies, processes, and procedures

• Coordinate county-based Extension programs and events

• Serve on various Extension committees, locally and statewide

• Provide local customer service support

• Help with office communications and social media updates

• Serve as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures

• Perform other office support duties as assigned by the Area Business Operations Manager

The Administrative Assistant must:

• Represent Penn State University and the Extension office in a professional manner, and exercise sound professional judgment in carrying out job duties

• Have the ability to work as part of the Extension team as well as to work independently

• Follow procedures as mandated by Penn State Extension and Penn State University

• Possess excellent communication, phone, organizational, and interpersonal skills

• Be attentive to detail and have the ability to handle multiple priorities and deadlines

• Exercise discretion in handling sensitive and confidential information

• Be proficient in the use of the internet, file formatting, document retrieval, and e-mail

• Have experience in a rapidly changing team environment

• Possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365, MS Teams, and QuickBooks

• Be able to quickly learn how to use Penn State's Salesforce customer relationship management software, and the University's financial systems (SAP/Concur, Shop-On-Lion, SIMBA)

This is a limited term, non-exempt appointment funded for one year from the date of hire with an excellent probability of continued funding. This position will work on-site 40 hours per week, Monday through Friday. Please note that this position will split time between the Union County Extension Office (343 Chestnut Street, Mifflinburg) two days per week and the Northumberland County Extension Office (443 Plum Creek Road, Sunbury) three days per week. Some occasional evening work for events or meetings may require a flexible workday schedule.

Some local travel is required. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

Full Penn State benefits are included.

Education and Experience: This position requires a High School diploma or higher plus 2 or more years of related experience, or an equivalent combination of education and experience.

Application Requirement:

Applicants should provide a cover letter with their resume and evidence which demonstrates their:

• Experience in budget and financial administration, financial bookkeeping, building and maintaining relationships, operational and office management, and application of policy and procedure

• Commitment to fostering diversity, equity, and inclusive excellence, which creates a positive environment in their work environment

• Outstanding oral and written communication skills and the ability to listen effectively

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion inall ofits forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

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

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-###-####.

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