About this Part Time - Student Affairs - Administrative Assistant role at Penn State University
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JOB DESCRIPTION AND POSITION REQUIREMENTS
Penn State Brandywine is currently seeking a part-time Administrative Assistant in the Office of Student Affairs. Reporting to the Director of Student Affairs, this role provides critical administrative and project management support to the operations of the Office of Student Affairs and helps to anchor our inclusive approach to campus engagement, belonging, and retention. In addition to supporting the Director of Student Affairs, the Administrative Assistant will coordinate front-end student and department operations and provide limited project management support and coordination to 4 full-time professional staff members.
Job Duties
Typical job duties include, but are not limited to:
Coordinate front-end department operations by delivering an excellent guest experience to all members of the campus community—including answering the main department telephone, directing calls and messages, and responding to email, in-person, and online inquiries about department services.
Under the direction of the Director, or their designee, coordinate the selection, training, evaluation, scheduling, and payroll approval of student employees in the Office of Student Affairs.
Maintain guidelines and day-to-day operations for all student employees.
Schedule and confirm calendar appointments for the Director of Student Affairs and other department professional staff, as needed, using Microsoft Outlook.
Coordinate department meetings and prepare meeting materials including agenda development, presentation slides, participant correspondence, and refreshments.
Prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensure correctness in formatting, spelling and grammar.
Screen and distribute department mail, packages, and documents accordingly.
Attend and provide logistical support to a limited number of high-level department events or meetings—occasionally occurring in the evening or on the weekend outside of normal business hours, including Orientation, Commencement, End of Year Banquets, and other fundraising initiatives.
Organize and maintain all hard copy and electronic departmental files.
Coordinate the proper maintenance of all office equipment and order supplies within budget parameters, as needed.
Reconcile purchasing card transactions for departmental staff.
Process department purchases through purchase orders and online purchases.
Serve as a SIMBA system liaison, generating financial reports as requested.
Prepare and submit reimbursement reports for departmental staff including travel-related expenses and receipt tracking.
Assist with the scheduling and tracking of student conduct cases and sanctions using Maxient, the institution’s case management platform.
Assist with the processing of event contracts for department and student organization events, meetings, and other relevant initiatives.
Assist with travel planning for department staff and student organization leaders.
Support budget maintenance, reconciliation, and reporting activities for the Student Initiated Fee (SIF) and Student Facility Fee (SFF) Committees in collaboration with department staff.
Submit facility, IT, and maintenance requests for department and student organization events, meetings, and other relevant activities.
Update department webpages, online portals, and social media accounts as needed
Complete other duties assigned to support departmental objectives.
Requirements and Qualifications
Ideal candidates will demonstrate proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
Prior experience in administrative support, event coordination, social media management, graphic design, financial operations, and payroll processing is highly preferred.
This is a part-time opening, typically 24 hours per week, between 9:00 a.m. to 3:00 p.m. Monday through Friday, with the potential for additional hours during peak periods, nights, and weekends.
For full consideration, please submit a completed application, resume, and cover letter.
BACKGROUND CHECKS/CLEARANCES
This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.
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.
