Administrative Assistant

Administrative Assistant

Penn State Extension in Cumberland County is seeking an Administrative Assistant to support the daily operations of the Extension office. This position plays a central role in ensuring the smooth, efficient functioning of office activities and provides essential administrative, financial, and customer service support to educators, staff, and the public. The role requires strong organizational skills, attention to detail, and the ability to work both independently and collaboratively within a dynamic team environment.

Key Responsibilities: Administrative & Office Operations:

• Provide overall support for Office Management and financial accounts following Penn State accounting procedures, processes, and information system for Cumberland and counties as assigned. This includes but not limited to monitoring budgets, processing office and educator's expenditures, posting, receipting, making bank deposits and reconciling all payments
• Oversee general office operations, including inventory management, mail distribution, and facility coordination.
• Support onboarding of new staff and assist with office-wide communication and workflow processes.
• Respond to public inquiries, provide information about Extension programs, and ensure a welcoming, professional office environment.
• Maintain office equipment, coordinate repairs, and manage service contracts.
• Perform other duties as assigned or requested.

Program & Educator Support:

• Provide administrative support to Extension educators, including scheduling, document preparation, and event coordination.
• Assist with registration, customer service, and logistics for workshops, meetings, and community events.

Professional Expectations:

• Maintain a professional appearance and represent Penn State University and the county Extension office in a professional manner.
• Exercise sound judgment in carrying out duties as assigned.
• Must demonstrate the ability to work independently.
• Follow procedures and guidelines established by Penn State Extension.

Required Skills & Competencies:

• Excellent communication, phone, organizational, and interpersonal skills.
• Strong attention to detail and the ability to manage multiple priorities and deadlines.
• Ability to exercise discretion when handling sensitive and confidential information.
• Demonstrated experience working in a team environment with strong collaboration skills.
• Ability to work independently, multitask, and prioritize workload in a fast paced, ever changing environment.
• Excellent grammar and proofreading skills.
• Advanced computer skills, particularly with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, and Office 365.
• Willingness to learn new financial and database accounting systems.

Preferred Qualifications:

• Associate degree or higher preferred.
• Experience in financial management, bookkeeping, or office administration strongly preferred.
• Proficiency with Microsoft Office Suite and the ability to learn Penn State financial and administrative systems.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple tasks, meet deadlines, and maintain confidentiality.

Location: This position is based at the Penn State Extension office in Cumberland County.

Minimum Education, Work Experience & Required Certifications:

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

Background Checks/Clearances:

Employment with the University will require successful completion of background check(s) in accordance with University policies. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver's license and successful completion of a motor vehicle records check will be required in addition to standard background checks. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

Salary & Benefits:

The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00. Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.