Administrative Assistant - NCEMS (Huck Institutes)

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 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding. ​ POSITION SPECIFICS ​ The Huck Institutes of the Life Sciences at Penn State seeks qualified candidates for an Administrative Assistant (Intermediate Support level) position with the National Synthesis Center for Emergence in the Molecular and Cellular Sciences (NCEMS) . NCEMS is an NSF-supported research center that brings together scientists across institutions and disciplines to address complex questions in molecular and cellular biology through collaborative, data-driven synthesis research. The Administrative Assistant provides administrative, logistical, financial, and program support for Center leadership, staff, research groups, trainees, and external collaborators. The successful candidate will serve as a primary administrative contact for NCEMS and work closely with Center leadership, staff, faculty, researchers, students, visitors, and University partners. This position requires strong organizational skills, professionalism, attention to detail, discretion, and the ability to manage multiple priorities in a collaborative research environment. Responsibilities Serve as a primary point of contact for NCEMS, responding to inquiries and directing requests appropriately. Manage telephone calls, email correspondence, mail, forms, and administrative requests. Schedule and coordinate meetings, interviews, seminars, workshops, working group activities, and Center events. Maintain leadership calendars and coordinate participation among internal and external stakeholders. Coordinate travel arrangements, itineraries, documentation, and reimbursement processing for faculty, staff, students, visitors, and collaborators. Support planning and execution of conferences, workshops, seminars, site visits, and other Center programs. Manage meeting logistics, including space reservations, virtual platforms, catering, audiovisual support, registration materials, and participant communications. Assist with budgets, financial transactions, purchase requests, invoices, reimbursements, and expenditure tracking. Coordinate purchasing of supplies, equipment, and services in accordance with University policies. Maintain files, databases, spreadsheets, participant records, mailing lists, and other administrative tracking systems. Compile and format information for reports, presentations, program updates, annual reports, and sponsor documentation. Prepare agendas, meeting materials, correspondence, and other program-related documents. Record and distribute meeting minutes, action items, and follow-up materials. Draft, edit, proofread, and format professional communications. Support communications for working groups, workshops, seminars, training programs, fellowships, and annual events. Update NCEMS websites, event pages, registration materials, calendars, and online information. Maintain confidential personnel, financial, research, and sponsored program information. Support onboarding of staff, students, visiting researchers, and program participants. Maintain office inventory and coordinate purchasing of office and program materials. Assist with records management and compliance with University and sponsor requirements. Provide general administrative support and other duties as assigned. Required Skills and Experience Strong organizational, time-management, and multitasking skills. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to work independently and collaboratively. Sound judgment and discretion with confidential information. Strong customer service and interpersonal skills. Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams. Ability to learn University administrative, financial, travel, purchasing, and records systems. Experience coordinating meetings, travel, events, or administrative projects. Preferred Skills and Experience Administrative experience in higher education, research, nonprofit, or sponsored-program environments. Experience supporting faculty, researchers, research programs, or multidisciplinary teams. Experience coordinating conferences, workshops, seminars, travel, or large meetings. Familiarity with Penn State systems such as Workday, SAP Concur, SIMBA, Microsoft 365, Zoom, and University purchasing or financial processes. Experience maintaining websites, registration systems, databases, or electronic records. Experience preparing reports, tracking budgets, processing reimbursements, or supporting grant-funded activities. Work Arrangement This position is fully in-person and based at our University Park campus. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience Required Certifications: None BACKGROUND CHECKS/CLEARANCES Employment with the University will require successful completion of background check(s) in accordance with University policies. 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 - $58,836.00. 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. 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