Job Information
Pennsylvania State University Administrative Support in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Corporate Engagement Center at Penn State University is seeking an Administrative Support/Intermediate Support Assistant. The Corporate Engagement Center connects industry partners to strategic opportunities at Penn State for research and development, philanthropy, and talent recruitment. Brought together in 2019, the center serves as a hub for industry/University relationships, supporting companies as they navigate the vast resources of Penn State. The team is here to help build lasting, mutually beneficial relationships.
The primary purpose of this position will be to work closely with the Corporate Engagement Program Coordinator to assist with corporate events and meetings, serve as office coordinator by providing administrative support to the Assistant Vice President of Corporate Engagement, the directors, and the entire team.
Serve as office coordinator to schedule and take minutes at select meetings and coordinate/setup meetings and projects for staff; plan, organize, coordinate, and oversee daily office activities including being point of contact for candidates during the interview process; coordinate travel arrangements, make reservations and process travel reimbursements; inventory and order office supplies; submit requests for purchases from the Office of Industry Relations Collaborations and/or Development and Alumni Relations purchasing card superuser; serve as a resource to others on a variety of subjects including office equipment, software application usage, information processing procedures; oversee work unit files, records, databases, and reports to ensure University records and retention guidelines are met.
Assist and collaborate with the Program Coordinator with coordination of projects, corporate visits, special events, and/or programs; research and compile background material for reports, meetings, developing agendas and schedules; assist supervisor with the resolution of issues or conflicts by investigating/researching issues and making recommendations as well as respond and resolve complex inquiries and ensure compliance with work unit and/or University policies and procedures; serve as back-up during absences and heavy workload periods.
Serve as point of contact for Development and Alumni Relations university-wide; document and process wire transfers, check gift deposits, and notify university departments of gifts received; route and track forms from university departments for Corporate Controller signature; post articles, notices, invitations, and calendar items as requested.
Provide support for Corporate Engagement Program Coordinator in managing the process for recording and updating solicitations and funding; enter goalsetting targets and proposals; generate and circulate monthly proposal log, request and enter updates from directors.
Provide support for transferring data from Office of Research database to Development and Alumni Relations database; edit report received from SIMS and process industry contracts/grants awards in Development and Alumni Relations database on a weekly basis; generate monthly report from SIMS to report charitable gifts and grants that can be counted by Development and Alumni Relations and prepare documentation to submit to Donor Member Services for recording to the database.
Perform other duties as assigned.
Required Experience:
This position typically requires a High School Diploma or higher plus 2 years of related experience or an equivalent combination of education and experience.
Ability to work with minimal supervision on difficult assignments, conferring with manager on unusual matters
Experience with standard office procedures
Ability and willingness to learn job related software
Detail-oriented
Strong organizational and customer service skills
Strong verbal and written communication skills
The ability to work independently as well as with a team
The ability to work with individuals from a variety of cultures and backgrounds
Preferred Skills:
Proficiency in Office 365 applications (i.e. Teams, SharePoint, Outlook, Word, Excel, PowerPoint)
AWA Database management
iFiles
Payment Clearinghouse
ERS/SAP Concur (our expense and invoice processing system)
Fleet reservations
Launchpad
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.
The pay range for this position, including all possible grades is:
$38,300.00 - $55,500.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/comp-modernization) - additional information on Penn State's job and salary structure.
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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity, affirmative action 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 814-865-1473.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA