Administrative Support Assistant

APPLICATION INSTRUCTIONS:

• 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.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

POSITION SPECIFICS

The Navy ROTC is seeking applications for the position of an Administrative Support Assistant . This position will provide primary support to the Commanding Officer and Naval Staff. The role will be the sole employee to process and monitor all necessary duties to include financial/budget coordination, building security monitoring, student records management, course development and administration, student enrollment actions, and human resources functions. This position is based at University Park.

Specific responsibilities for this position include:

• Serves as facilities/access coordinator and scheduler for all ROTC classes and extra-curricular activities. Develops, maintains and audits access clearances for Wagner Building.
• Maintains department head and numerous organizational calendars, prepare correspondence, receive visitors and phone calls. Ensures each staff appointment completes all university onboarding requirements.
• Oversee the coordination of the annual Joint Service Award ceremony. Contact donors, coordinate presenters, compile awards and certificates and support day of duties. Coordinates two annual commission events by reserving location, print programs, invite guests, and branch specific requirements.
• Responsible for maintaining budgets, monitoring expenditures and posting transactions to multiple budgets. Process and approve forms to include Purchasing Card. Processes student scholarship and awarding for students through endowment accounts.
• Coordinates with Admissions and Bursar Offices to assist and track prospective and admitted students, and those receiving scholarships. Monitors student records to review degree audits, process of add/drop classes as appropriate, pulling of transcripts and posting of grades for ROTC courses.

Required skills and experience include:

• High-level proficiency in MS Office including Word, Excel, Access, Outlook, and PowerPoint
• Excellent oral and written communication skills
• Sound judgment, good problem-solving skills, solid organizational skills, and superb attention to detail
• Ability to work independently with minimal supervision and in a team environment
• Ability to handle multiple tasks and a strong commitment to teamwork

Skills and experience preferred but not required:

• Familiarity with FERPA, eBuilder, LionSpace FIS, CCURE, Workday, SIMBA, Shop OnLion, Concur, and Penn State policies and guidelines
• Experience or familiarity with the military

The successful candidate will be an energetic person who loves performing a diverse range of duties in a fast-paced office.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.

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 $42,100.00 - $61,000.00.

Salary Structure - Information on Penn State's salary structure

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.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact View phone number on click.appcast.io.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.

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