Penn State Job Catalog

The defined natural career progression within or between job profiles.

Administrative Support

The Administrative Assistant provides support to ensure the efficient operation of the office; coordinates schedules, handles communications, organizes files, and assists staff and management with a variety of administrative tasks; supports budget and data activities; serves as a key point of contact for students, faculty, staff, and external stakeholders.

• Plan, organize, and coordinate daily office activities and administrative processes
• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
• Create, organize, and maintain files, records, and databases
• Greet visitors and provide information; review, respond to, and appropriately direct inquiries
• Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
• Compose, review, and distribute internal and external communications
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling travel arrangements
• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
• Review, edit, and format reports, presentations, and correspondence
• Collect and organize data, including budgetary and operational information
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with budget preparation and projections
• Initiate financial transactions, reimbursements, and budget revisions in accordance with policies
• Maintain inventory and order office supplies
• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams
• Serve as a point of contact for vendors and event stakeholders
• Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures
• Handle sensitive and confidential information with discretion
• May supervise staff members, including hiring, training, development, and performance management

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 7
• Minimum – $46,400.00
• MidPoint – $56,800.00
• Maximum – $67,300.00

• Adaptability
• Attention To Detail
• Bookkeeping
• Calendaring
• Customer Service
• Event planning
• Office management
• Technical proficiency
• Time Management