Administrative Assistant - BMB

Benefits

Additional Information

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 Department of Biochemistry & Molecular Biology is seeking a detail-oriented and highly organized Administrative Assistant (Intermediate Support) to join our administrative team to support the front desk operations. Responsibilities for this position are primarily the following (but are not limited to): - Serve as the first point of contact for the department. Manage the reception area to maintain a professional image; screen phone calls, greet visitors and customers. - Monitor and track direct billings within the department. Assist Administrative Support Manager on reviewing all direct billing statements to verify adequate budgets for charges and keep record of all justifications needed for grant related charges, such as poster printing and mailings. - Financial record keeping needed for the department. This position would track all reports initiated and submitted via the Penn State Financial Systems (SAP Concur, Simba) which would include collecting receipts and back in a timely manner and understanding Penn State policies. - Goods and Service and Travel Reconciliation, working with Administrative Support Assistant to support the department in financial reconciliation (via Service Now tickets or entering reports directly) to support the faculty to get their purchases processed in a timely manner. - This would include reviewing receipts; communicating with Pcard holders to obtain additional information when needed; verify funds; ensure purchase is allowable in budgets. - Retrieve and distribute main office mail, and support the department community with mail service USPS, UPS, and FedEx. - Serve as key custodian for the department managed buildings. Manage all key maintenance, inventory, and distribution for all department facilities; perform annual key inventory and audit. - Maintain inventory and order/purchase office supplies; arrange for equipment -maintenance; process work orders for copier repairs/needs. - Maintain department listservs, and directories. - Manage department conference room and equipment reservations. - Provide support to assigned faculty with copying, collating exams, and preparing miscellaneous correspondence, as necessary. - Resolve problems, maintain various files, and records. - Other duties as assigned. Skills and experience for position: o Proficiency in Office365 (Teams, Word, Excel, Outlook). o Strong attention to detail. o Well-developed interpersonal, oral, and written communication skills. o A strong appreciation for working with a diverse audience and being a team player. o The ability and willingness to learn job-related software. Preferred experience and skills include: o CollegeNet/25Live o Listserv management Hours: Monday through Friday, 8:00 A.M. to 5:00 P.M. o Candidates for consideration must submit a cover letter of interest and a resume. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None BACKGROUND CHECKS/CLEARANCES Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. SALARY & BENEFITS The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00. Salary Structure - Information on Penn State's salary structure Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page . CAMPUS SECURITY CRIME STATISTICS Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Sta