Administrative Assistant

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

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.

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.

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.

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.

Education and Experience Requirements

• This position typically requires a high school diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Five years of work experience in an office setting is preferred.

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.

Additional Information

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time (18 days per year; accrued 12 hours on a monthly basis),sick time (12 days a year; accrued 8 hours on a monthly basis) and paid holidays (14 per calendar year). Please visithttps://hr.psu.edu/benefitsfor more detailed information.

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.

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

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: