Administrative Support Assistant

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• 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 .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State’s Upward Bound Programs in the Office of Educational Equity is is seeking a positive, innovative, detail-oriented and experienced candidate for the position of Administrative Support Assistant 3 who will provide direct administrative and professional support for two federal grants: the Upward Bound Altoona (UBA) and the Upward Bound Clairton/McKeesport (UBCM) programs.  

 

Working closely with the UBP Director and Assistant Director, the Administrative Support Assistant 3 will assist with the overall day-to-day operations of UBP-West, serving as office coordinator for two separate federal programs and budgets, with different operating structures and staff.  The successful candidate must work with all program staff housed both on and off campus and act as point of contact and resource for both UBA and UBCM programs on a variety of subjects, including unit policies, processes, and procedures.

 

Responsibilities include but are not limited to:

• Coordinating all UBP-West events, such as Saturday programming, talks, and workshops

• Preparing federal documents and reports, requiring knowledge in the use of numerous databases used in annual federal reporting

• Preparing/processing various financial requests for travel, reimbursements, group meals, stipend payments and reconciliation of purchasing card charges

• Assisting with the processing of Human Resource matters and forms

• Highly accountable for monitoring and maintaining the UBP-West’s budget and calendar

• Composing, editing, proofing correspondence, newsletters, and event flyers

• Making travel arrangements for UBP-West staff and students

• Maintaining spreadsheets, website, and social media accounts 

• Maintaining learning spaces and meeting room schedule 

• Creating/maintaining UBP’s files, reports, and databases

• Managing work study hiring process and supervising work students and summer staff.

 

The successful candidate will frequently use the following software and applications: Microsoft Office Suite, Blumen, SAP Concur, as well as SIMBA (Penn State’s system for Integrated Management, Budgeting, and Accounting).

This is a fixed-term appointment funded for one year from the start date with an excellent opportunity for renewal.

Education and Experience: This position typically requires a High School Diploma or higher plus two years of related experience, or an equivalent combination of education and experience.

Other qualifications include:

• Excellent verbal and written communication

• Effectively conveys ideas, information, and/or instructions to others

• Detailed- and customer service-oriented

• Extensive knowledge in budgeting and university financial systems, hiring processes and procedures, and related university systems essential.

• Ability to exercise discretion and judgment while managing confidential materials

• Excellent organization skills with the ability to manage and prioritize tasks 

• Demonstrated ability to work independently
   

In addition, successful candidates must either have demonstrated a commitment to building an inclusive, equitable, and diverse campus community, or describe one or more ways they would envision doing so, given the opportunity.

Application instructions: Candidates should submit a cover letter and resume as part of the application materials.

Background check:

The following background checks must be successfully completed for this position: This position will require successful completion of standard background checks as well as PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. 

Upward Bound Programs is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

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

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 applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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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