Administrative Assistant

This position supports the administrative operations of the Department of Food Science and interacts regularly with faculty, staff, graduate students, postdoctoral scholars, University service centers, and external stakeholders. The role requires effective communication, accurate record-keeping, and dependable administrative support across multiple areas of departmental operations.

Responsibilities

• Financial and Administrative Support
  • Serve as a liaison between the Department of Food Science and University financial service hubs by initiating and processing routine financial transactions through university systems and ServiceNow.
  • Prepare and submit purchasing card reconciliations, travel expense reports, non-catalog purchase orders, and Procurement Assistance Requests.
  • Initiate invoices and provide administrative support for financial transactions associated with departmental service centers, including the Sensory Evaluation Center and the E. coli Reference Center.
  • Collect, organize, and maintain financial and operational records to support departmental reporting and administrative activities.
  • Ensure transactions and administrative processes are completed accurately and in accordance with university policies and procedures.
• Part-Time Employment and Payroll Support
  • Coordinate the creation, posting, and maintenance of part-time job requisitions in Workday.
  • Work with supervisors to gather position information, monitor hiring activity, and facilitate updates to job postings.
  • Assist with the administrative components of the hiring and onboarding process, including moving candidates through appropriate stages and tracking new-hire activities.
  • Enter wage updates and terminations in Workday as needed.
  • Maintain accurate records of wage-payroll appointments, with particular attention to appointments charged to sponsored funding.
• Seminars, Events, and Departmental Programs
  • Provide administrative and logistical support for departmental seminars, meetings, workshops, and special events.
  • Coordinate travel arrangements and itineraries for seminar speakers and other visitors.
  • Arrange refreshments and hospitality items and assist with event logistics.
  • Create seminar flyers and promotional materials and distribute weekly seminar announcements and reminders.
  • Coordinate with faculty, staff, students, vendors, and other stakeholders to support successful departmental programs.
• Office Operations and Purchasing
  • Manage departmental office supply inventory by monitoring usage, maintaining organized storage areas, and ordering supplies through PSUbuy.
  • Evaluate routine office supply needs and coordinate purchasing activities to support efficient and cost-effective operations.
  • Maintain organized departmental records, files, and administrative information.
  • Provide general administrative support to promote an efficient and professional office environment.
• Departmental Communications and Social Media
  • Develop, create, and maintain content for departmental social media platforms, including Facebook, LinkedIn, and Instagram.
  • Collaborate with department leadership and faculty to promote departmental programs, events, student achievements, research accomplishments, and other initiatives.
  • Prepare and distribute timely communications and promotional materials that support departmental outreach and engagement.
• Customer Service and Front Office Support
  • Serve as a primary point of contact for visitors, faculty, staff, students, and external stakeholders.
  • Provide professional front-desk coverage by greeting visitors, answering and directing telephone calls, distributing incoming mail and packages, and responding to general inquiries.
  • Appropriately direct questions and requests to the appropriate departmental or University resource.
  • Provide exceptional customer service while handling sensitive and confidential information with discretion.
• Additional Responsibilities
  • Maintain current knowledge of university systems, policies, procedures, and processes relevant to assigned responsibilities.
  • Pursue professional development opportunities to expand knowledge and skills and better support the department, College, and University.
  • Participate on departmental committees and assist with special projects as requested.
  • Perform other duties as assigned.

Requirements

• Strong interpersonal, written, and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to work independently while contributing effectively as part of a team.
• Ability to interpret and communicate information clearly and accurately.
• Intermediate problem-solving skills and the ability to apply established policies and procedures to routine administrative situations.
• Commitment to providing professional and responsive customer service to a diverse group of faculty, staff, students, and external stakeholders.
• Ability to handle confidential and sensitive information appropriately.
• General Equivalency Diploma (GED) or High School (HS).
• 2+ years of relevant experience.

Preferred Qualifications

• Experience working in a higher education or complex administrative environment.
• Experience with financial transactions, purchasing, travel reimbursements, or budget-related activities.
• Experience with Workday or other human resources/payroll systems.
• Experience supporting events, seminars, meetings, or departmental programs.
• Experience managing social media or other departmental communications.
• Experience with Penn State systems such as Workday, Worklion, SIMBA, SAP Concur, PSUbuy, and ServiceNow.
• Proficiency with Microsoft Office and Adobe applications.

Schedule

This position will be on campus during the initial training period. Following successful completion of training, opportunities for a hybrid work arrangement may be discussed based on departmental needs, position responsibilities, and University guidelines.

Pay

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Robust retirement plans.
• Substantial paid time off, including holidays, vacation, and sick time.
• 75% tuition discount for employees, eligible spouses, and children.