Administrative Assistant, Strategic Initiatives

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Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

Penn State is seeking a highly organized and proactive Administrative Assistant to provide administrative and operational support for a portfolio of high-priority University initiatives in the Strategy Implementation Unit, part of the Office of the President. The position will support senior leaders and project teams responsible for advancing strategic initiatives and workstreams that span academic and administrative areas across the University.

This position will play an important role in keeping complex, fast-moving work organized and moving forward. The successful candidate will be comfortable working across multiple projects and priorities, coordinating with senior leaders and stakeholders throughout the University, and handling sensitive or confidential information with discretion.

Key Responsibilities

The Administrative Assistant will provide administrative and operational support across strategic initiatives and workstreams, including:

• Provide comprehensive administrative support to leaders responsible for university strategic initiatives, including complex calendar management, scheduling, meeting coordination, travel arrangements, expense reconciliation, and related administrative needs

• Coordinate meetings involving senior University leaders, project teams, consultants, and other internal and external stakeholders, including identifying meeting times, preparing agendas and materials, coordinating logistics, and supporting follow-up
• Plan and coordinate small- medium- and large-sized meetings, workshops, listening sessions, retreats, and other stakeholder engagements. Manage event logistics from planning through execution, including space reservations, participant communications and registration, catering and meal planning, materials, room setup, accessibility needs, and coordination of in-person and virtual participation.
• Support hybrid meetings and events, including coordinating appropriate meeting technology, virtual platforms, audiovisual needs, participant access, and day-of logistics in partnership with Penn State IT and the Executive Support Team as needed

• Maintain calendars, project schedules, meeting cadences, milestone dates, and other information needed to coordinate activity across multiple concurrent workstreams
• Support communications and coordination among workstream leaders, project teams, University offices, and external partners

• Support onboarding and coordination of individuals participating in project teams and workstreams, including access, scheduling, materials, and other logistical needs

• Assist with purchasing, travel, reimbursements, invoices, catering and event expenses, and other administrative and financial processes in accordance with university policies and procedures

• Anticipate administrative and logistical needs, identify scheduling or coordination challenges, and proactively work to resolve issues

• Provide administrative support for additional priorities and special projects as assigned

Qualifications

The successful candidate will demonstrate:

• Comfort operating in a fast-paced environment with complex competing and changing priorities

• Exceptional organizational skills and the ability to manage multiple priorities, deadlines, and stakeholders simultaneously

• Strong attention to detail and a demonstrated ability to follow activities through to completion

• Excellent written and verbal communication skills

• Strong interpersonal and customer-service skills and the ability to work effectively with individuals at all levels of the University

• Sound judgment and discretion when handling confidential or sensitive information

• Ability to work independently, anticipate needs, and take initiative in a dynamic environment

• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint, and the ability to quickly learn University systems and collaboration tools

• Experience coordinating meetings, workshops, events, or other multi-participant activities, including in-person and hybrid formats, is preferred

• Experience supporting senior leaders, complex projects, or cross-functional teams is preferred

• Experience in a university, large organization, executive office, consulting environment, or similarly complex setting is preferred

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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 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.

EEO IS THE LAW

Penn State is an equal opportunity 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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