Administrative Support Assistant

The Pennsylvania State University • University Park, FL

2d • Onsite

About The Position

The School of Hospitality Management in the College of Health and Human Development , at Penn State , is seeking an Administrative Support Assistant . This position performs a variety of administrative functions in a busy, public facing, team oriented office environment. The successful candidate will be responsible for the following: Provide administrative support to the school’s director, and administrative support manager, including maintaining school’s calendars, scheduling meetings, sending agendas and meeting minutes, process & initiate travel and purchasing reimbursements. Assist with department special events and projects. Greet visitors, answering phone calls and emails, contribute to a welcoming environment within the school’s administrative office. Assist Café Laura visitors with questions and general inquiries. Assist in student club operations and ensure compliance with university policies, time keeping, funding allowances and spending reports. Book and oversee travel arrangements for student clubs to ensure student safety and comply with university policies on student’s class travel, and the use of school’s endowments. Track, post, and reconcile scholarships for UGRD, Graduate, and MPS program students while working with the director of alumni relations and HHD to ensure compliance with spending and confidentiality. Communicate and contact the university bursar office to ensure posting of student accounts. Serve as point of contact for student, alumni and faculty concern related inquiries. Draft and send out weekly departmental and alumni newsletters; Hotwire, Scoop, and MPS, as well as update canvas pages for department. Provide administrative support to assigned student and faculty council committees, which include but is not limited to scheduling and distributing meeting information, taking and distributing meeting minutes and assisting with technology where needed. Resolve departmental and school inquiries and ensure compliance with work unit and/or university policies and procedures. Which include creating and monitoring OPP work orders to remedy concerns. Assist supervisor in training and developing other administrative support, act as a backup in supervisor’s absence. Support office procedures for handling and maintaining confidential materials. Draft school reports including conclusions and recommendations for more efficiency. Develop new processes or procedures relevant to the support needs of the office. Maintain public-facing messaging and communication through HHD-approved platforms. Support communication efforts with the school's donors and alumni industry supporters.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• For full consideration, applicants must include a cover letter and resume with their application.

Responsibilities

• Provide administrative support to the school’s director, and administrative support manager, including maintaining school’s calendars, scheduling meetings, sending agendas and meeting minutes, process & initiate travel and purchasing reimbursements.
• Assist with department special events and projects.
• Greet visitors, answering phone calls and emails, contribute to a welcoming environment within the school’s administrative office.
• Assist Café Laura visitors with questions and general inquiries.
• Assist in student club operations and ensure compliance with university policies, time keeping, funding allowances and spending reports.
• Book and oversee travel arrangements for student clubs to ensure student safety and comply with university policies on student’s class travel, and the use of school’s endowments.
• Track, post, and reconcile scholarships for UGRD, Graduate, and MPS program students while working with the director of alumni relations and HHD to ensure compliance with spending and confidentiality.
• Communicate and contact the university bursar office to ensure posting of student accounts.
• Serve as point of contact for student, alumni and faculty concern related inquiries.
• Draft and send out weekly departmental and alumni newsletters; Hotwire, Scoop, and MPS, as well as update canvas pages for department.
• Provide administrative support to assigned student and faculty council committees, which include but is not limited to scheduling and distributing meeting information, taking and distributing meeting minutes and assisting with technology where needed.
• Resolve departmental and school inquiries and ensure compliance with work unit and/or university policies and procedures.
• Which include creating and monitoring OPP work orders to remedy concerns.
• Assist supervisor in training and developing other administrative support, act as a backup in supervisor’s absence.
• Support office procedures for handling and maintaining confidential materials.
• Draft school reports including conclusions and recommendations for more efficiency.
• Develop new processes or procedures relevant to the support needs of the office.
• Maintain public-facing messaging and communication through HHD-approved platforms.
• Support communication efforts with the school's donors and alumni industry supporters.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees