Administrative Support Assistant

Penn State Brandywine is seeking a savvy, detail oriented, enthusiastic Administrative Support Assistant for its busy Advising and Career Services (ACS) department. The ACS office serves students, alumni, faculty, staff and employers with needs relating to New Student Orientation, academic and educational planning, retention initiatives, and career decision-making, as well as internships and job postings.

The Administrative Support Assistant will organize, coordinate, and oversee day to day operational procedures of the ACS office and provide excellent customer service to students, families, visitors, and internal stakeholders. The successful candidate will demonstrate a genuine appreciation for working in a collaborative, team-based, diverse environment and exhibit discretion and confidentiality when dealing with sensitive information. This is an on-campus position with the potential to work a hybrid and/or flexible schedule. Candidates must be able to commute to Penn State Brandywine.

Typical duties include, but are not limited to:

• Answer telephones, schedule appointments, and support the work of the ACS staff, ensuring compliance with FERPA and maintaining confidential student files, records, and databases.
  
• Hire, onboard, train, and supervise student workers, delegating certain tasks (scheduling appointments, printing flyers and making updates to campus boards, promotion of events via info tables, etc.)
  
• Maintain calendars, coordinate travel arrangements, arrange meetings, maintain inventory of office equipment, order office supplies, track office expenditures, reconcile departmental reimbursements
  
• Prepare and process financial forms in SIMBA and keep financial records for reference
  
• Provide department with monthly budget updates and reports
  
• Assist with New Student Orientation (NSO) by identifying students who have not completed ALEKS math placement tests; coordinating outreach prior to NSO date, send reminders to students who missed orientation tasks and deadlines; assist students with registration and navigation of orientation website, NSO task list items, campus meetings, and scheduling NSO advising appointments; run reports and maintain NSO database, communicating changes and requests to other orientation staff members as well as reassigning cancellations and no-shows; check in students and guests and report necessary changes to advisers and Orientation Leaders.
  
• Run queries to support effective advising assignments, ensuring
  
• Maintain accurate advising rosters; assign new and change-of-major students to appropriate faculty advisers in each division throughout the year
  
• Schedule and approve career coaching appointments, researching student information, creating events and kiosks
  
• Create QR codes for office surveys and events; edit Excel spreadsheets of employer information
  
• Submit facility, maintenance, and catering requests for Career Fairs and programs
  
• Proofread Career Connection publication
  
• Update bi-weekly Philadelphia region spreadsheets for jobs and internships
  
• Other duties as assigned

Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience for a level two. Additional education and experience may be required for higher level positions.

Skills critical to success include the following: excellent verbal and written communication skills, customer/student service focused, proven ability to be proactive and accountable, a track record of embracing change, being flexible, having effective organizational, problem-solving, data-entry and mail merge skills, and acute attention to detail. Proficiency with Microsoft Office 365 as well as the ability to learn new technologies/adapt to existing PSU systems is a must.

This position requires successful completion of standard background checks in accordance with University policies.

For full consideration, please submit a completed employment application, cover letter, and resume.

Penn State is committed to and accountable for advancing diversity, equity, inclusion, and belonging in all of its forms. We embrace individual uniqueness, foster a culture of inclusion and belonging that supports both broad and specific diversity initiatives, and leverage the educational and institutional benefits of diversity. We value inclusion and belonging as core strengths and essential elements of our public service mission. Penn State values integrity, respect, responsibility, discovery, excellence, and community.

Campus Information & Benefits

Penn State Brandywine - a thriving residential campus - is located on 112 acres, 20 miles west of center city Philadelphia. Penn State Brandywine's strengths are excellent teaching and research, a diverse study body, athletics, business and civic partnerships, and the Center for Ethics and Civic Engagement. Penn State Brandywine's 100,000+ alumni are part of Penn State's world-wide 670,000+ alumni network. For additional campus information visit https://www.brandywine.psu.edu/.

Penn State Brandywine is located in Media, PA, a popular suburb of Philadelphia, named one of the best places to live in Pennsylvania. Media is just 20 minutes from the Philadelphia Main Line and 45 minutes to center city. As a staff member at Penn State Brandywine, you will enjoy access to the arts, entertainment, sports, State Parks, Arboretums, restaurants, night life, and community events of the greater Philadelphia region while working with a diverse and close-knit community of professionals.

Penn State offers a competitive and generous benefits package for full-time staff which includes:

• Health insurance, dental and vision coverage
  
• Retirement plans
  
• 75% tuition discount for employees, eligible spouses, and dependent children to attend Penn State
  
• Paid time off including holidays, vacation, sick days, and paid parental leave

Visit https://hr.psu.edu/benefits for additional information about benefits.

Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-Brandywine/Administrative-Support-Assistant_REQ_0000037990-1

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

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.

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