Administrative Assistant - PennTAP

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APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday. If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants . Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants . POSITION SPECIFICS The Pennsylvania Technical Assistance Program (PennTAP) which resides within the Office of Entrepreneurship and Commercialization is currently seeking an Administrative Assistant (Intermediate Support OR Senior Support level) to join our team. The mission of PennTAP of providing Pennsylvania companies with technical assistance and access to Penn State's talented faculty and students in order to solve business challenges fits strategically under the land grant mission of Penn State. We are looking for an well-rounded professional who will thrive in a collaborative work environment and can contribute to the overall success of PennTAP by helping to support, monitor, and grow the services offered for small businesses seeking assistance from Penn State. Responsibilities: Key responsibilities include the following: Administrative - Provide office management, maintain calendars of Director and all staff located throughout the Commonwealth, independently draft correspondence to office inquiries, make referrals to resource partners across the state, participate in staff and team meetings, capturing action items and prepare minutes, maintain files and databases. This position will be the main office resource for all external communication/reports to ensure completeness, accuracy, proper grammar and formatting. Coordinate meeting logistics including scheduling, material preparation and agendas. Grant Management - Assist with collection of client data and prepare reports. Develop working knowledge of multiple databases including Constant Contact, Executive Pulse (the DCED Statewide CRM Program), and SalesForce. Enter new data, maintain existing client data, and create reports as needed. Develop mastery of developing Salesforce reports. Marketing - Assist with monthly webinar series, coordinate print orders, manage collateral inventories, order promotional materials, support regional and statewide workshops and other events and assist marketing staff with support as needed. Assist with the development of PowerPoint presentations. Process leads and prospects that come in via website or phone. Finance - Provide financial support to ensure efficient workflow and processes, processing financial transactions in SIMBA, Lion Marketplace, SAPConcur, etc. Maintain inventories and purchase office supplies, complete registrations/memberships/certifications as needed. Process work orders, complete fleet/travel reservations and registrations for events for all staff, assist with budget preparation. Follow financial policies, prepare all expense reports, process PO and Non-PO invoice requests and submit confirmations, request and terminate purchasing cards, submit contracts to Procurement Office for review/payment. Supervisor - Direct and oversee projects for work study student, provide guidance for completing projects to work-study student. Review and approve timecards in WorkDay. Skills and Experience: Proficient use of Microsoft Office products (including Word, Excel, PowerPoint, Sharepoint, Teams, etc.) is required and other software including SIMBA (or any financial system), SAPConcur (travel and expense reimbursement system), Salesforce and Qualtrics is highly preferred. The successful candidate will also have the following: Excellent interpersonal, organizational skills, and attention to detail Dedication to and understanding of the skills required to build relationships with diverse communities Demonstrated commitment to diversity, equity, and inclusion Strong proofreading, written/oral communication and customer service skills The ability to work on several tasks at once, while prioritizing appropriately in a fast-paced environment Demonstrated ability to take initiative, self-motivate and work both independently and as part of a team Commitment to professional development, learning and being mentored Work Arrangement: PennTAP is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process. MINIMUM EDUCATION, WORK EXPERIENCE &

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