Administrative Assistant, Liberal Arts Academic Advising

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Liberal Arts Academic Advising Office is seeking an Administrative Assistant to provide essential support to the Director of Academic Advising and the advising unit as a whole. This position will act as the first point of contact for individuals connecting with the Director and/or the Advising Office.

The Administrative Assistant will offer exceptional customer service, provide accurate and timely information, and refer inquiries to appropriate staff as necessary.

Additionally, this role involves managing spreadsheets, generating reports, overseeing daily office operations, assisting with the processing and communication of student awards and scholarships, and providing assistance with college-wide events within Liberal Arts Undergraduate Studies.

Responsibilities of the Administrative Assistant include but are not limited to:

• Greet and assist staff, faculty, students, and visitors

• Handle front-line communications (phone, email, Teams, social media, and mail)

• Manage calendars, directories, databases, and websites

• Schedule meetings, prepare agendas, and take minutes

• Administer purchasing, track spending, and ensure budget alignment

• Process student awards and scholarships

• Coordinate logistics for programs and events (reserve space, organize materials, manage tech needs, order supplies, and submit finance forms)

• Arrange travel and process reimbursements

• Provide facilities support (report maintenance issues, manage office supplies, oversee room/key access)

• Maintain advising rosters, update adviser assignments, and track course enrollments

• Support the peer adviser program

• Assist with hiring (process human resources forms, manage interview schedules, and support training and onboarding)

After training, the Administrative Assistant will also work with various software including SAP Concur, Starfish (student success platform), CollegeNet/25Live (scheduling platform), and the following which are specific to Penn State:

• LionPATH (Penn State's student information system)

• eSteward (database related to alumni gifts and endowments)

• WorkLion (collection of general HR information and resources, along with an inquiry system)

Benefits include (visit https://hr.psu.edu/benefits for more detailed information):

• Medical, dental, vision, and retirement plans

• 75% tuition discounts (including for a spouse and dependent children up to the age of 26)

• Generous vacation and sick time

• 15 paid holidays/campus closure days

Education and Experience:
This position will be filled as an Administrative Assistant at the level of Intermediate Support, which requires a minimum of a High School Diploma or General Equivalency Diploma (GED) for education and two years of relevant experience, or an equivalent combination of education and experience.

Required skills and knowledge:

• High level of organization and professionalism

• Excellent attention to detail with the ability to problem-solve and multitask

• Excellent interpersonal, oral, and written communication skills

• Outstanding customer service skills, fostering a sense of community and belonging

• Ability to work both independently and collaboratively

• Proficiency in Microsoft Office 365 (particularly Teams, Word, Excel, Outlook, SharePoint)

• Willingness to learn job-related processes, skills, and software

• Capacity to build trust and sustain mutually respectful relationships across constituencies

Application Instructions: To be considered, applicants must upload a cover letter and resume.

Additional Information:

The Administrative Assistant will report to the Director of Academic Advising.

The College of the Liberal Arts 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.

This position requires the following clearances: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal Bureau of Investigation (FBI) Fingerprint Criminal Background Check.

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: