Administrative Support Assistant 2, Penn State Extension, Luzerne County

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the i nternal 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 .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Extension, Luzerne County is seeking an Administrative Support Assistant 2 to serve as the first point of contact, in person and via phone, maintain confidential information and coordinate travel arrangements. This is an on-site position with the potential for occasional remote work. The position is a fixed term 12-month appointment with the potential for renewing. The successful candidate will be responsible for the following:  

• Greet customers, provide information and refer as appropriate.

• Screen and process routine telephone communications, mail and requests.

• Schedule and maintain calendar of appointments, meetings, travel itineraries, etc. 

• Assist with county Extension program and events coordination.

• Arrange meetings, coordinate special events, conferences, and other functions.

• Coordinate travel arrangements, make reservations, and process reimbursements.

• Maintain files and databases; assemble and format data to create simple reports

• Assist with planning and coordination of moderately complex projects

• Serve on various Extension work groups and committees, locally and statewide

• Help with office communications, multimedia product development and publications, social networking (Facebook, Penn State PLONE website, etc).

• Serve as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures.

• Report directly to the regional off-site Extension Area 4 Business Operations Manager (BOM) and will also work closely with the regional off-site Extension Area Client Relations Manager (CRM) and local Educators to help ensure the smooth and efficient daily operation of the Luzerne County Extension office.

• Perform other office management duties as assigned by the Area Business Operations Manager.

The Administrative Support Assistant must:

• Maintain a professional appearance, represent Penn State University and the county Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators.

• Be able to assume the temporary/occasional role and duties of other office support staff on an “as needed basis” across a multi-county area.

• Have the ability to work as part of the Extension team as well as to work independently and have the ability to follow policy and procedures as determined by Penn State Extension.

• Have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information.

• Be proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred.

• Have experience in a team environment with excellent team skills is required. Be able to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment.

• Possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365, MS Teams and be able to quickly learn how to use Penn State’s Salesforce web-based customer relationship management software application.
   

Education and Experience:

This position typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience.

Location: The position is located at the Penn State Extension Office in the Luzerne County, Agriculture Center building, 16 Luzerne Avenue, Suite 200, West Pittston, PA 18643.
 

This is regular university staff appointment and is a 93.75% full-time equivalency (FTE) job. This individual will work 37.5 hours/week, Monday through Friday 8:30 a.m. – 4:30 p.m. with a half hour unpaid lunch break. Some occasional evening/weekend work for events/meetings may require a flexible workday schedule.  
 

Application Requirements:

Applicants should provide a cover letter with their resume and evidence, either woven through their application materials or as separate statements that demonstrate their:

• Experience in customer service, building and maintaining relationships, operational/office management and application of policy and procedure.

• Commitment to fostering diversity, equity, and inclusive excellence, which creates a positive environment in their work environment.

• Outstanding oral and written communication skills and the ability to listen effectively.
   

Full Penn State benefits are included.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence 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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