Administrative Assistant

APPLICATION 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, seeNotice to Out of State Applicants.

This position is funded for 3 year(s); continuation past 3 year(s) will be based on university need, performance, and / or availability of funding.

POSITION SPECIFICS

The Penn State Facilities Engineering Institute (psfei.psu.edu)is seeking a well-organized, detail-oriented individual to fill the position of Administrative Assistant. This individual will assist ouradministrative team with supporting a workforce of over 50 engineers, technical specialists, programmers, administrators, and contract instructors to keep our unit running smoothly and efficiently. We have a warm and inclusive culture with a strong focus on open / honest communication and teamwork where all staff are valued and respected.

This is a term appointment funded for three years from the date of hire with an excellent possibility of refunding.

Responsibilities include, but are not limited to :

Processing a variety of financial actions (purchase orders, deposits, invoice payments, journal entries, supplemental pay requests, travel reimbursement requests, etc.).

Managing the unit's equipment purchases to include asset tracking, custodial assignments, and disposition.

Processing and tracking staff professional development activities to ensure alignment with unit's internal guidelines.

Managing the unit's leased spaces and key distribution and parking permits.

Coordinating meeting and event venues and agreements for offsite meetings, education training programs, and special events.

Managing the administrative duties of the unit's Visible Emissions Certification Program.

Assisting with recruiting and onboarding processes.

Managing the unit's long-term fleet vehicle assignments and daily rentals.

Ensuring unit activities are compliant with PSU policies and guidelines.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications :

None

Who We Are

The Penn State Facilities Engineering Institute (PSFEI) is a front-facing unit with a rich tradition of providing facility engineering services since our founding in 1947-we have been proudly serving our clients for over 75 years! PSFEI is part of the College of Engineering at Penn State University Park and touches the lives of thousands of people in all 67 counties of Pennsylvania and across our nation through the facility engineering, education program, facility condition assessment, and energy management services that we provide. We are committed to helping our clients optimize the operation of their facilities.

Your Role at PSFEI

As an Administrative Assistant at PSFEI, you will provide a wide range of support services for our Education, Energy, Engineering, Facility Condition Assessment, and Information Technology Teams.

Who Should Apply

If you want to work with a fun and energetic team in a fast-paced environment, have an eye for detail, and thrive in balancing multiple tasks with precision, this is the job for you.

Preferred Requirements

Successful candidates in this position are often self-motivated, can multitask and prioritize their workload, enjoy working independently and as a team member, can effectively and professionally communicate with internal and external stakeholders, and have experience with MS Office (Word, Excel, SharePoint, OneDrive, Teams, etc.), Zoom, and higher education software systems such as Concur and SIMBA.

Other Requirements Worth Noting

This is a full-time position based at our State College, PA office adjacent to the Penn State University Park campus; however, we are supportive of flexible work arrangements when aligned with the ability to meet the needs of our unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

How to Apply :

Submit a cover letter and resume required.

Want to get to know more about our culture? Please watch Voices of PSFEI.

BACKGROUND CHECKS / CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies. 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. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00.

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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.

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