Penn State University · 7 hours ago
Part Time - Student Affairs - Administrative Assistant
Penn State Brandywine
Full-time, Part-time
Onsite
New Grad, Entry LevelPenn State Brandywine is currently seeking a part-time Administrative Assistant in the Office of Student Affairs. This role provides critical administrative and project management support to the operations of the Office of Student Affairs and helps to anchor an inclusive approach to campus engagement, belonging, and retention.
Higher Education
Responsibilities
Coordinate front-end department operations by delivering an excellent guest experience to all members of the campus community—including answering the main department telephone, directing calls and messages, and responding to email, in-person, and online inquiries about department services
Under the direction of the Director, or their designee, coordinate the selection, training, evaluation, scheduling, and payroll approval of student employees in the Office of Student Affairs
Maintain guidelines and day-to-day operations for all student employees
Schedule and confirm calendar appointments for the Director of Student Affairs and other department professional staff, as needed, using Microsoft Outlook
Coordinate department meetings and prepare meeting materials including agenda development, presentation slides, participant correspondence, and refreshments
Prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensure correctness in formatting, spelling and grammar
Screen and distribute department mail, packages, and documents accordingly
Attend and provide logistical support to a limited number of high-level department events or meetings—occasionally occurring in the evening or on the weekend outside of normal business hours, including Orientation, Commencement, End of Year Banquets, and other fundraising initiatives
Organize and maintain all hard copy and electronic departmental files
Coordinate the proper maintenance of all office equipment and order supplies within budget parameters, as needed
Reconcile purchasing card transactions for departmental staff
Process department purchases through purchase orders and online purchases
Serve as a SIMBA system liaison, generating financial reports as requested
Prepare and submit reimbursement reports for departmental staff including travel-related expenses and receipt tracking
Assist with the scheduling and tracking of student conduct cases and sanctions using Maxient, the institution’s case management platform
Assist with the processing of event contracts for department and student organization events, meetings, and other relevant initiatives
Assist with travel planning for department staff and student organization leaders
Support budget maintenance, reconciliation, and reporting activities for the Student Initiated Fee (SIF) and Student Facility Fee (SFF) Committees in collaboration with department staff
Post and manage jobs in the HRIS, Workday, and assist with onboarding all new part-time hires
Submit facility, IT, and maintenance requests for department and student organization events, meetings, and other relevant activities
Update all department webpages and online portals, as needed
Complete other duties assigned to support departmental objectives
Qualification
Required
Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel
Ability to coordinate front-end department operations by delivering an excellent guest experience to all members of the campus community
Ability to coordinate the selection, training, evaluation, scheduling, and payroll approval of student employees in the Office of Student Affairs
Ability to maintain guidelines and day-to-day operations for all student employees
Ability to schedule and confirm calendar appointments for the Director of Student Affairs and other department professional staff, as needed
Ability to coordinate department meetings and prepare meeting materials including agenda development, presentation slides, participant correspondence, and refreshments
Ability to prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensure correctness in formatting, spelling and grammar
Ability to screen and distribute department mail, packages, and documents accordingly
Ability to attend and provide logistical support to a limited number of high-level department events or meetings
Ability to organize and maintain all hard copy and electronic departmental files
Ability to coordinate the proper maintenance of all office equipment and order supplies within budget parameters, as needed
Ability to reconcile purchasing card transactions for departmental staff
Ability to process department purchases through purchase orders and online purchases
Ability to serve as a SIMBA system liaison, generating financial reports as requested
Ability to prepare and submit reimbursement reports for departmental staff including travel-related expenses and receipt tracking
Ability to assist with the scheduling and tracking of student conduct cases and sanctions using Maxient
Ability to assist with the processing of event contracts for department and student organization events, meetings, and other relevant initiatives
Ability to assist with travel planning for department staff and student organization leaders
Ability to support budget maintenance, reconciliation, and reporting activities for the Student Initiated Fee (SIF) and Student Facility Fee (SFF) Committees in collaboration with department staff
Ability to post and manage jobs in the HRIS, Workday, and assist with onboarding all new part-time hires
Ability to submit facility, IT, and maintenance requests for department and student organization events, meetings, and other relevant activities
Ability to update all department webpages and online portals, as needed
Ability to complete other duties assigned to support departmental objectives
This is a part-time opening, typically 24 hours per week with the potential for additional hours during peak periods, nights, and weekends
This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check
Preferred
Prior experience in administrative support, event coordination, financial operations, and payroll processing is highly preferred
Company
Penn State University
There’s a reason Penn State consistently ranks among the top one percent of the world’s universities.
Founded in 1855
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Hamza Jamjoom
Co-Founder - Arts & Architecture Student Council
Kara Pytko
Co-founder of Virtual Scientist Webinar Series
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