Administrative Assistant, Penn State Extension Carbon County

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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 Extension in Carbon County is seeking to hire an Administrative Assistant.

The Administrative Assistant will:

• Work closely with the Extension Business Operations Manager, Client Relationship Manager, Extension Educators and other Administrative Support Assistants to help ensure the smooth and efficient daily operation of the Penn State Extension office in Carbon County.

• Assist with county Extension program and events coordination; provide administrative support for 4-H and Master Gardener volunteer programs.

• Provide customer service and customer relationship support.

• Help coordinate office communications, multimedia product development and publications.

• Perform other clerical and administrative duties of administrative support as needed

Specific responsibilities can include:

• Serve as receptionist or first-line liaison to internal and external customers and provide general office support.

• Greet customers, answer telephone, provide directions or information and solve routine issues.

• Communicate routine and general information to staff, customers, and/or public about standard services, processes, and procedures using prescribed or established guidelines. Schedule/cancel appointments and meetings.

• Assist educators with event planning and coordination including scheduling facilities, facility contract management, and event logistics; maintaining educational resource and publication files, ordering publications as necessary; maintaining Customer Relationship Management program files and databases in Salesforce and help generating, preparing and distributing mass mailings; assisting with set-up of off-site workshops, classes, Council meetings or special events as assigned; assisting Extension Educators in maintaining and filing documents and reports for grant programs; assisting Educator's with many clerical and administrative tasks supporting our 4-H and Master Gardener volunteer programs with registrations, volunteer compliance tracking, annual 4-H enrollment processing / expense voucher preparations / invoicing, etc.

• Perform other duties as assigned or requested.

Required Qualifications:

The Administrative Assistant must:

• Maintain a professional appearance, represent Penn State University and the county Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators.

• Be able to assume the temporary/occasional role and duties of other office support staff on an "as needed basis" across a multi-county area.

• Have the ability to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension.

• Have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information.

• Having experience in a team environment with excellent team skills is required. Be able to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment.

• Candidates should possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365 and with Penn State's Salesforce web based customer relationship management software application.

Preferred Qualifications:

• Be proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred.

The position is based at Penn State Extension Carbon County office located at 529 Lentz Trail, Jim Thorpe, PA 18229.

The individual will work 35 hours/week, Monday through Friday. Some occasional evening/weekend work for events/meetings may require a flexible workday schedule.

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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