Administrative Assistant - Child Health Research Center (CHRC)

Job description

APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday. If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants . Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants . This position is funded for 12 months; continuation past 12 months will be based on university need, performance, and/or availability of funding. ​ POSITION SPECIFICS ​ The Child Health Research Center (CHRC) within the College of Health and Human Development is seeking a highly organized, detail-oriented, and collaborative Administrative Assistant to support the administrative, operational, communications, and research activities of the Center. This position reports directly to and is supervised by the Administrative Assistant Supervisor and works closely with CHRC faculty, staff, students, and external partners. The Administrative Assistant serves as administrative support to the Center while providing assistance for operational and financial processes as needed. T his position may provides administrative support to the CHRC Director and assist with ensuring continuity of daily operations . LOCATION This position is based in State College, PA, at the University Park campus and offers a flexible work arrangement that combines remote and on-campus work. Weekly work on campus will be required. TYPICAL DUTIES Plan, organize, support, and coordinate daily office activities and operational processes. Schedule meetings and maintain shared calendars. Coordinate meeting logistics , agendas, materials, and follow-up communications. Serve as a primary point of contact for visitors, students, faculty, and external partners. Draft, edit, and distribute correspondence, reports, templates, memoranda, and communications. Maintain shared electronic files, records, databases, and documentation. Manage records retention and onboarding documentation. Coordinate facilities requests, space management updates, and OPP work orders. Provide administrative support to the CHRC Director when the Administrative Assistant Supervisor is unavailable. Assist with maintaining continuity of office operations during staff absences. Assist with purchasing office supplies and routine operational materials. Collect and organize documentation for purchasing card reconciliation and expense processing. Upload receipts, invoices, and supporting documentation into University systems for review and approval. Maintain transaction logs, filing systems, and supporting records. Prepare spreadsheets and supporting documentation for review by the Administrative Assistant Supervisor. Serve as backup support for routine financial and purchasing processes. Support proposal development by collecting and organizing required documentation. Maintain grant calendars and deadline tracking systems. Assist with formatting biosketches , CVs, and proposal-related documents. Maintain and update CHRC website content. Assist with newsletters, communications, marketing, branding, and social media activities. Participate in Center-wide initiatives, committees, and special projects. QUALIFICATIONS Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong interpersonal and communication skills, with the ability to interact professionally with individuals at all levels. Demonstrated professionalism, discretion, confidentiality, and sound judgment when handling sensitive information. Ability to work collaboratively under the direction of the Administrative Assistant Supervisor while also exercising initiative and independent judgment. Strong attention to detail and the ability to prioritize tasks effectively. Ability to adapt to changing priorities while maintaining accuracy and efficiency. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience Required Certifications: None PREFERRED EXPERIENCE Experience with administrative and enterprise systems, including Workday, Concur, SIMBA, Microsoft Teams, and SharePoint. Experience providing research administration support and/or working in a higher education administrative environment. Experience with website maintenance, digital communications, marketing, and social media. Experience using technology and administrative tools to improve workflow, collaboration, and organizational efficiency. BACKGROUND CHECKS/CLEARANCES This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. SALARY & BENEFITS The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00. 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. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines