Administrative Assistant
Penn State UniversityAPPLICATION INSTRUCTIONS: 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, see Notice to Out of State Applicants . This position is funded for 12 months; continuation past 12 months will be based on university need, performance, and/or availability of funding. POSITION SPECIFICS The Department of Agricultural Economics, Sociology, and Education (AESE) and the Northeast Regional Center for Rural Development (NERCRD) in the College of Agricultural Sciences is seeking an Administrative Assistant to oversee and perform daily operations for the Center and initiate expenses for the Department of AESE. The NERCRD is located within AESE, and this position will assist both areas. NERCRD duties include: Monitor grants to ensure spending and expenses are processed accurately; prepare quarterly and yearly financial reports for sponsor and Board of Directors; and assist with preparing grant applications, including the annual Center grant. Maintain records and assist with budget projections. Ensure that all expenses are charged to the correct budget(s). Work independently and with team to ensure compliance with College, University and sponsor policies, including being knowledgeable and up to date on processes and procedures. Work with partners, internal and external to university on specifics of support payments-expense details, subcontract, consultant, travel, supplies, salary, etc. Schedule and coordinate multiple monthly conference calls, taking and distributing minutes. Coordinate occasional (1-2 annually) meetings and workshops in various locations and formats throughout the Northeast. Reserve meeting space, hotel rooms, and technical/IT support. Assist project colleagues with logistics and preparation for conferences/meetings/workshops/webinars. Review hotel/conference center contracts. Work with procurement office, PSUbuy to execute/authorize contract agreements, authorize deposits and fulfill payment of final meeting invoices; Coordinate all aspects of the meeting with hotel manager. Correspond with stakeholders, speakers and guests for meeting attendance, lodging accommodations, travel arrangements and other required paperwork. Help to prepare agendas, presentations, and handouts for meetings. Maintain positive relationships with NERCRD Board of Directors and Technical Advisory Committee members, Regional Rural Development Center faculty and staff, faculty and staff within the College of Agricultural Sciences. AESE duties include: Work as part of a team to initiate SAP Concur reports, purchase orders, non-purchase orders, invoices and deposits for faculty, staff, and graduate students. Required Qualifications: Ability to track and coordinate multiple projects is required. Ability to work well independently and also to function effectively in a team setting. Preferred Qualifications: Knowledge of University, sponsor and departmental policies, procedures and systems-SIMBA, Workday, SAP Concur and SIMS is preferred. This position works a hybrid schedule both remotely and on-campus. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; Relevant education accepted in lieu of experience
Required Certifications:
None BACKGROUND CHECKS/CLEARANCES Employment with the Un…