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Administrative Support Assistant 3

Company: Penn State University
Location: University Park
Posted on: June 9, 2021

Job Description:


If you are a current employee (faculty, staff, technical service, or student) at Penn State, please login to Workday to complete the internal application process. If you are a current student at Penn State and seeking employment with Penn State, please login to Workday to complete the student application process.



Responsible for supporting the Department of Housing Services in processing housing assignments and changes, computing charges, composing correspondence, preparing reports, maintaining tenant files, perform bursar functions including payment collection, advise students, parents and employees about University policies and procedures regarding on-campus housing.


Process new assignments. Review application, verify for accuracy, and confirm student eligibility. Upon assessing the prospective tenant's need, select an apartment and work with Supervisor to establish move-in date. Type assignment letter, tenant lease, tenant status form for amount of rent owed; create tenant file; type roommate letter and schedule pre-inspection of apartment (if needed); record tenant information in all necessary locations. Enter tenant information into RMS/Mercury.

Coordinate and process assignment changes, moves, cancellations, etc. with Supervisor and/or Manager.

Process tenant vacates. Schedule vacate inspection, notify roommates, process tenant status form for amount of rent owed, record vacate information in all necessary locations, update tenant information in RMS/Mercury.

On a daily basis, enter the work orders into Benchmate coding each work order to a specific work group.

Prepare tenant key packets, as required by move-in date, along with signature sheet.

Enter, maintain, and retrieve information on RMS/Mercury and Benchmate for Housing operations, including tenant information, parking information, work orders, inventories, etc.

Type and process various financial documents, reports, etc. in Simba. Reconcile RPCCs (credit card transactions) in SAP Concur; process vendor invoices in Simba.

Maintain student records and follow through with changes, i.e. ensure that all paperwork is received prior to a tenant's move to another apartment, i.e. signed lease, paid additional security deposit (if warranted), etc.

Provide information and advice to students, parents, employees and visitors about University policies and procedures concerning housing and application process.

Collect payments for rent and other miscellaneous charges; issue receipts.

Compose, type and file correspondence; prepare special counts and occupancy reports. Recommend changes in publications; update manuals; prepare listings, leases, forms, etc.

Process incoming/outgoing mail; answer and screen telephone calls; greet visitors; provide information and refer.

Prepare various reports, orders, request forms, core change forms, etc. Prepare periodic and special reports as requested by Supervisor or Manager.

Inventory and maintain office supplies.

Other duties as assigned.

This position typically requiresa High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience.

The following background checks must be successfully completed for this position:

  • Pennsylvania State Police Criminal Background Check
  • Pennsylvania Child Abuse History-
  • Federal Bureau of Investigation (FBI) Criminal Background Check

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion inall ofits forms.We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.


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.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

EEO is the Law

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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.

Affirmative Action

Penn State Policies

Copyright Information


Hershey, PA

Keywords: Penn State University, Ellicott City , Administrative Support Assistant 3, Other , University Park, Maryland

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