Administrative Assistant

• 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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office of the University Registrar is seeking an Administrative Assistant to join our team. This position provides a high level of direct administrative support for the Assistant Vice President for Enrollment Management and University Registrar. The position will also provide administrative support to three Associate Registrars.

Duties include:

• Assist in the performance of complex tasks and responsibilities
• Work with and manage sensitive and confidential information
• Address and resolve inquires related to office functions
• Work with the Leadership Team and other staff to create and maintain a productive and positive office work environment and culture
• Oversee, maintain, and monitor budgets for office and reconciliation of all budget transactions, prepare periodic reports, and support time record keeping functions in Work Lion
• Manage the Assistant Vice President for Enrollment Management and University Registrar's complex calendar and coordinate travel arrangements and reimbursements, including those for the Associate Registrars
• Coordinate and process confidential matters
• Coordinate and manage all functions of conference planning for Campus Registrar meetings and other events
• Serve as unit contact for Human Resources, Finance, and maintaining and ensuring confidentiality of student records as it pertains to the Family Educational Rights & Privacy Act (FERPA) is required
• Supervisory responsibilities

Essential skills and requirements include:

• Ability to work in a team-based environment
• Strong organizational and time-management skills
• Ability to multi-task and to prioritize appropriately and meet required deadlines
• Possess strong problem-solving skills
• Excellent communications skills including interpersonal, written and oral
• Possess excellent attention to detail and work independently
• Knowledge of university policies relating to students, human resources, safety, financial, payroll, administrative, purchasing, travel and facilities are required
• Exceptional phone and customer service skills
• Create and maintain excellent collaborative working relationships with other university staff at all levels
• Ability to learn, understand and manage State and Federal laws relating to student data and subpoenas

Education and experience:

This position is filled at the Supervisor level and requires an Associate's Degree and a minimum of four years of related experience or an equivalent combination of education and experience. Applicant must possess excellent skills in Microsoft office products, particularly Word and Excel. Knowledge of Ariba, PSUBuy, LionPATH, Work Lion and Penn State travel policies are preferred. Have or be willing to acquire Notary Services certification is required. Perform other duties as assigned.

Applicants must submit a cover letter, resume, and list of three references. References will not be contacted without permission. Application review will begin on March 17, 2025 and continue until the position is filled.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belongingthat supports both broad and specific equity initiatives, leverages theeducational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of thecommunity thrive. We value belonging as a core strength and anessential element of the university's teaching, research, and servicemission.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: