Administrative Support Assistant – Office for Research and Graduate Education

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office for Research and Graduate Education (RGE) in the College of Agricultural Sciences is seeking an Administrative Support Assistant to facilitate, provide support, and coordinate activities for the Director of Research Development and Initiatives and to serve on the administrative team for the Pennsylvania Agricultural Experiment Station (AES).

The successful candidate will provide assistance with research development projects and tasks, calendar management, meeting preparation and logistics, travel arrangements, and travel reimbursements. As part of a two-person team, this position will also share in the responsibilities of administering one-half of the AES portfolio (currently a total of 230 active projects within 9 academic departments).

Primary responsibilities include but are not limited to:

• Supporting the Director of Research Development & Initiatives in coordinating and scheduling meetings and special events (ex. research symposia, seminars, outreach booths) and preparing materials for these activities

• Coordinating the screening, assembling, and formatting of materials submitted for the establishment of local, state, or nationally focused research projects under the AES

• Preparing correspondence and responses to inquiries regarding the AES and assisting with the life cycle of projects

• Providing general office support, including serving as the initial point of contact for RGE as reception, handling mail, maintaining office inventory and replenishing office supplies, and serving as the office’s point of contact for work orders such as IT support or facilities repairs

• Maintaining pertinent databases, including performing data entry, tracking projects, and providing assistance with the development of reports

• Providing assistance and support for the development and production of print and digital publications to promote the college’s research enterprise, including updating the college research website, drafting/scheduling social media posts, and assisting with the production of regular newsletters

This is a limited term position funded for one year from date of hire with excellent possibility of refunding. 

Education and Experience:

This position typically requires a high school diploma or higher with two or more years of related experience or an equivalent combination of education and experience.

The successful candidate must be highly motivated, organized, and detail-oriented while having professional written and verbal communication skills, excellent interpersonal skills, and a teachable spirit. The staff member must be able to work as both a member of a team as well as independently when the Director of Research Development & Initiatives is out of the office and must be able to answer questions and/or react appropriately to situations as they arise. This position requires the ability to follow established procedures and processes as well as being able to develop and enhance current and new processes.

Experience and proficiency in SAP Concur, Microsoft Office (Outlook, Word, Excel, SharePoint/OneDrive), and Zoom is required. Preferred skills include familiarity with SIMBA, InfoReady, Adobe Creative Suite, and Filemaker as well as familiarity with and the ability to train others in using the USDA National Reporting System (NRS) and the National Information Management and Support System (NIMSS).

Work Arrangements:

This position requires the successful candidate to work in person, on campus.

Application Information:

Both a cover letter and resume must be submitted to be considered for this position.

The following background checks must be successfully completed for this position: 

This position will require successful completion of standard background checks.  

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission. 

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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 .

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.

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