Part-Time Administrative Assistant

Penn State University · Clarion County, PA · 1 mo ago

AdministrativePart-time

Penn State Extension Administrative Assistant

Penn State Extension in Jefferson and Clarion counties is seeking to hire an administrative assistant. This person will work two days a week in the Jefferson Office and two days a week in the Clarion Office. They will work closely with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators and other Administrative Support Assistants to help ensure the smooth and efficient daily operation of the Penn State Extension offices in Jefferson and Clarion Counties.

Responsibilities

Assist with county Extension program and events coordination
Provide administrative support for 4-H and Master Gardener volunteer programs
Provide customer service and customer relationship support
Coordinate office communications, multimedia product development and publications
Perform other clerical and administrative duties of administrative support as needed

Specific responsibilities can include:

Serve as receptionist or first-line liaison to internal and external customers and provide general office support
Greet customers, answer telephone, provide directions or information and solve routine issues
Communicate routine and general information to staff, customers, and/or public about standard services, processes, and procedures using prescribed or established guidelines
Schedule/cancel appointments and meetings
Aid educators with event planning and coordination including scheduling facilities, facility contract management, and event logistics
Maintain educational resource and publication files, and order publications as necessary
Maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare and distribute mass mailings
Aid in setting up off-site workshops, classes, council meetings or special events as assigned
Aid Extension Educators in maintaining and filing documents and reports for grant programs
Aid Educators with many clerical and administrative tasks supporting our 4-H and Master Gardener volunteer programs with registrations, volunteer compliance tracking, annual 4-H enrollment processing / expense voucher preparations / invoicing, etc.
Other duties as assigned or requested

Qualifications and requirements

Maintain a professional appearance, represent Penn State University and the county Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators
Be able to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension
Have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information
Be proficient in the use of internet searches, file formatting, document retrieval, and e-mail
Experience in a team environment with excellent team skills
Be able to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment
Candidates should possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365 and with Penn State’s Salesforce web based customer relationship management software application
Typically requires 1+ years of related experience and a High School diploma or higher or an equivalent combination of education and experience
Candidates without a high school diploma will not be considered

Background Checks/Clearances

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.

Additional Information