Administrative Support Assistant

The Office of Fraternity & Sorority Life is seeking an Administrative Support Assistant to support department staff and the daily operations of the office. The purpose of Fraternity & Sorority Life at Penn State is to support the mission and goals of the university, strengthen the scholarship and build the character and integrity of our members, promote brotherhood, sisterhood, and siblinghood, develop leadership, engage in State College through community service and philanthropic efforts, and affirm personal and organizational responsibility. Reporting to the Administrative Support Assistant Supervisor, this position will support chapter leaders and students within a fraternity and sorority community of approximately 70 chapters and 4 distinct councils.

This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

Responsibilities include, but are not limited to:

• Greet visitors and provide information, including reviewing, responding to, and directing inquiries as appropriate.

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

• Maintain the general appearance of the office.

• Manage staff calendars and provide support for travel arrangements.

• Coordinate meeting logistics, including scheduling, material preparation, and agendas.

• Compose, review, and distribute internal and external communications.

• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.

• Maintain files and databases, including chapter rosters, insurance certificates, and academic releases.

• Assist with budget processes, including purchasing card transactions, reimbursements, purchase orders, and expense reconciliation.

• Maintain inventory and order office supplies, arrange for equipment maintenance, and process work orders for facilities' needs.

• Support the planning and implementation of programs and events, such as leadership development retreats, health and safety training, and awards and recognition celebrations for fraternity and sorority students.

Candidates must demonstrate:

• Effective communication and customer service skills, including written, over-the-phone, and in-person interactions.

• Record of collaboration with audiences in a fast-paced, team environment.

• Working knowledge of Microsoft Office programs and the ability to quickly learn other databases and technologies.

• Ability to use good judgment when dealing with sensitive and confidential information.