Administrative Support Assistant

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
• If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The School of Hospitality Management in the College of Health and Human Development, at Penn State, is seeking an Administrative Support Assistant. This position performs a variety of administrative functions in a busy, public facing, team oriented office environment.

The successful candidate will be responsible for the following:

• Provide administrative support to the school's director, and administrative support manager, including maintaining school's calendars, scheduling meetings, sending agendas and meeting minutes, scheduling travel and processing travel reimbursements.
• Assist with department special events and projects.
• Greet visitors, answering phone calls and emails, contribute to a welcoming environment within the school's administrative office.
• Assist Cafe Laura visitors with questions and general inquiries.
• Assist in student club operations and ensure compliance with university policies, time keeping, funding allowances and spending reports. Book and oversee travel arrangements for student clubs to ensure student safety and comply with university policies on student's class travel, and the use of school's endowments.
• Track, post, and reconcile scholarships for UGRD, Graduate, and MPS program students while working with the director of alumni relations and HHD to ensure compliance with spending and confidentiality. Communicate and contact the university bursar office to ensure posting of student accounts.
• Serve as point of contact for student, alumni and faculty concern related inquiries.
• Draft and send out weekly departmental and alumni newsletter.
• Provide administrative support to all student and faculty council committees, which include but is not limited to scheduling and distributing meeting information, taking and distributing meeting minutes and assisting with technology where needed.
• Resolve departmental and school inquiries and ensure compliance with work unit and/or university policies and procedures. Which include creating and monitoring OPP work orders to remedy concerns.
• Assist supervisor in training and developing other administrative support, act as a backup in supervisor's absence.
• Support office procedures for handling and maintaining confidential materials.
• Draft school reports including conclusions and recommendations for more efficiency.
• Develop new processes or procedures relevant to the support needs of the office.
• Assist academic coordinators with student data and students' professional work experience forms.
• Maintain public-facing messaging and communication through HHD-approved platforms.
• Support communication efforts with the school's donors and alumni industry supporters.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Application Instructions:

For full consideration, applicants must include a cover letter and resume with their application.

Schedule:

Due to public facing job responsibilities, this position will work primarily onsite at the University Park campus.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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 814-865-1473.

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