Overview
Administrative Assistant for SustainPSU Jobs in University Park, PA at Penn State University
Department
VP Admin and Finance- Office
Position Description: Summary
This position exists to support the daily operations of the Chief Operating Officer and Facilities Operations at MSU Denver. The Administrative Assistant plays a crucial role in managing schedules, coordinating meetings, and handling correspondence. The role involves interacting with faculty, staff, and students, providing exceptional customer service. The ideal candidate will be proficient in office software and have a keen attention to detail. The Administrative Assistant will contribute to a positive and efficient work environment. The successful candidate will be a proactive problem solver with a strong work ethic.
Position Description: Responsibilities
Manage and maintain departmental schedules, ensuring all appointments and meetings are accurately recorded. Coordinate with staff to avoid scheduling conflicts.
Handle incoming and outgoing correspondence, including emails, letters, and phone calls. Ensure timely and professional responses to inquiries.
Assist in the preparation of reports, presentations, and other documents. Utilize office software to create and edit materials as needed.
Coordinate departmental events and meetings, including logistics and catering arrangements. Ensure all necessary materials and equipment are available.
Maintain and update departmental records and databases like SharePoint sites, Websites, Workday, and other departmental records/databases. Ensure data accuracy and confidentiality.
Provide administrative support to the COO and team with calendaring, meeting requests, meeting minutes, document management and special projects as required.
Serve as the first point of contact for visitors and callers. Provide information and assistance in a courteous and professional manner.
Monitor and order office supplies, ensuring adequate inventory levels.
Assist with budget tracking and financial reporting. Prepare expense reports and reconcile accounts as needed.
Coordinate travel arrangements including booking flights and accommodations. Ensure travel itineraries are organized and communicated.
Participate in departmental meetings and contribute to discussions. Provide feedback and suggestions for improving administrative processes.
Position Specific Duties and Responsibilities:
Manage team share point site to improve organization of documentation and overall effectiveness, ensuring proper document retention and organization
Provide administrative support for in-person/hybrid meetings, coordinating systems access, technology, software and equipment needs.
Misc. tasks and projects as assigned
Administrative support to the VP Huddle Team with special projects as needed
Back up to the Executive Assistant
– gate keeper to the COO and CFO, calendaring requests, misc. requests, customer service, special projects as assigned.
Serve as back up to the EA for Finance Committee Meeting Minutes
Requirements
Required Qualifications: – To be successful in this position, you must have
Experience as an Administrative Assistant, or other relevant administrative positions
Ability to manage schedules, coordinate meetings, and handle multiple tasks efficiently.
Demonstrated experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office productivity tools.
Proven experience managing multiple tasks and experience adjusting when priorities change.
Experience handling confidential information and applying discretion to sensitive situations
Ability to work and communicate effectively with individuals of all levels and with diverse populations.
​ Important Note : Successful applicants will ensure their resume clearly demonstrate that their work experience describes how they meet ALL required qualifications.
Preferred Qualifications:
Strong organizational and time management skills – ability to multitask, prioritize tasks, and meet deadlines.
Excellent communication skills – both written and verbal; able to communicate effectively with internal teams and external contacts.
Familiarity with institutional platforms used for records and communication.
Experience with AV equipment setup and operation in a corporate or event setting including microphones, video conferencing systems and display screens
Previous experience assisting with expense reports, reconcile accounts, and support financial processes.
Experience supporting multiple team members or executives
Our commitment to CADRE:
At MSU Denver, we are committed to our CADRE values: Community, Access, Diversity, Respect, and Excellence . We strive to create a supportive and inclusive environment where all community members are valued and belong. Our dedication to breaking down barriers to education, fostering open dialogue, and promoting world-class scholarship ensures that we provide exceptional services and innovative learning opportunities for our students, faculty, and staff.
Skills
Communication Skills: Ability to convey information clearly and effectively, both verbally and in writing. This includes interacting with faculty, staff, and students professionally.
Organizational Skills: Proficiency in managing schedules, files, and records. Ensuring tasks are completed efficiently and deadlines are met.
Attention to Detail: Keen eye for accuracy in data entry, document preparation, and correspondence. Ensuring all work is thorough and error-free.
Time Management: Ability to prioritize tasks and manage multiple responsibilities simultaneously. Ensuring efficient use of time and resources.
Technical Proficiency: Familiarity with office software such as Microsoft Office Suite (Word, Excel, PowerPoint). Ability to learn and use university-specific systems and databases.
Problem-Solving Skills: Capability to identify issues and develop effective solutions. Being proactive in addressing challenges and improving processes.
Interpersonal Skills: Strong ability to work collaboratively with diverse groups. Providing excellent customer service and maintaining positive relationships within the university community.
Work Hours
Monday – Friday, Full Time, Exempt
Primarily in person, possibility of working hybrid 1-2 days per week after probationary period
Weekend and Evening work as needed
Travel: None
Salary for Announcement
We anticipate the qualified candidate to be placed between $41,200 – $51,500. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Instructions to Apply
For full consideration, please submit the following documents:
Resume
Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position
3 professional references will be required of the finalist. One reference must be a prior supervisor.
This position will remain open until filled. Please apply by July 2, 2025 at 11:59 PM MT for full consideration.
Official transcripts will be required of the candidate selected for hire.
If you are an Internal applicant, please apply via the Career tab within the WorkDay Menu
​​ Important Note : Successful applicants will ensure their resume clearly demonstrate that their work experience describes how they meet ALL required qualifications.
Closing Date
Open Until Filled
Posting Representative
Katie Lynch
Posting Representative Email
[email protected]
Benefits
The University’s benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as access to a long-term disability (LTD) plan. Visit MSU Denver’s benefits website to learn more.
For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf .
The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at [email protected] .
Background Checks
Metropolitan State University of Denver is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To Assist in achieving that goal, we conduct background checks on all finalists for positions at the University prior to employment.
Diversity Statement
Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.
We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.
Show more
Title: Administrative Assistant for SustainPSU
Company: Penn State University
Location: University Park, PA
