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Administrative Support Coordinator 4

Company: Penn State University
Location: University Park
Posted on: June 12, 2021

Job Description:

CURRENT EMPLOYEES OR STUDENTS:

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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Pennsylvania State University, in the Office of Government and Community Relations is seeking an Administrative Support Coordinator 4. This person will be primarily responsible for providing support to three Administrators (the Directors of Federal Relations and the Director of Local Government and Community Relations).

Job responsibilities include:

Overseeing all daily office activities related to University federal and local relations efforts:

  • Answer phones, direct calls, greet visitors, provide information or refer
  • Assist in resolving complex inquiries and ensure compliance with work unit and/or University policies and procedure
  • Present in a professional manner and maintain confidentiality at all times
  • Maintain office calendars for Directors of Federal Relations and the Director of Local and Community Relations
  • Compile and prepare background material for meetings; develop agendas and schedules
  • Process various financial forms and review contracts
  • Coordinate hospitality and special events and/or programs; including programs on and off-campus
  • Oversee and ensure that travel arrangements for federal and local staff, administrators, and elected officials are met
  • Collect, organize, prepare and verify the information for various publications and reports, including University federal lobbying expenditures. Must track detailed and precise University federal lobbying activities and prepare lobbying reports on a quarterly basis
  • Research information, prepare charts and illustrations, compute and tabulate data, and prepare summaries for presentations to various audiences, including Board of Trustees, government officials, and other external stakeholders
  • Assist in managing databases, which include over 2,000 records
  • Compose letters, memos, and draft presentations
  • May interview, train, and direct the work of other support staff and students
  • Represent the Office of Government and Community Relations at various meetings

Top priorities for this position are the ability to learn quickly, attention to detail, and the ability to multitask. The ideal candidate will be comfortable using new technology to improve office efficiency.

This position typically requires an Associate's degree or higher plus 4 years of related experience or an equivalent combination of education and experience.

Additional Preferred Education, Experience, or Certifications:

  • Working knowledge of University operations and some knowledge regarding Federal lobbying regulations is highly desirable.

Additional Required Competencies:

  • Excellent verbal and written communication and organizational skills are essential. Requires excellent computer skills including SIMBA (System for Integrated Management, Budgeting, and Accounting), Excel, PowerPoint, Outlook, and MS Word.

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

This position will require the successful completion of standard background checks.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its 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.

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.

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

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University Park, PA

Keywords: Penn State University, Ellicott City , Administrative Support Coordinator 4, Other , University Park, Maryland

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