Administrative Support Assistant - Astronomy and Astrophysics

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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

The Department of Astronomy and Astrophysics is seeking an Administrative Assistant (Senior Support) to provide financial and administrative support for faculty, staff, students, and visitors from a variety of cultures and backgrounds.

This position will be responsible for initiating and tracking financial transactions within the department and monitoring department grants, general funds, and unrestricted funds.

Position responsibilities will include but are not limited to the following:

• Initiate the reconciliation of department expenses including travel reimbursements and purchasing card transactions by collecting and organizing necessary documentation such as receipts, travel and purchase information, and any other related materials to submit to the appropriate financial hubs for processing.
• Initiate purchase order requests and follow up on orders to ensure products are received and to verify approval for payment.
• Initiate and monitor payments for invoices and direct billing.
• Provide backup support to the Administrative Manager for budget-related functions, expense approvals, and for salary distributions.
• Monitor budgets, advise research centers and faculty regarding their finances, and work with the financial hubs to resolve issues and/or problems.
• Advise on matters related to financial transactions, procedures, policies, and process improvement, and research and resolve problems.
• Serve as a liaison between the Research Office and the financial hubs at both the college and university levels.

The ideal candidate should possess:

• Proficiency in Office 365 (particularly Excel, Word, and Outlook) and Adobe Acrobat is required.
• Strong investigative skills with the ability to use creative thinking to improve existing duties and business processes and to develop new.
• Excellent communication, organization, and interpersonal skills are critical, as is the ability to work independently and in a team environment.
• Ability to handle multiple priorities and to monitor and meet overlapping deadlines while maintaining accuracy.

The successful candidate must be highly motivated and exhibit a high degree of professionalism and initiative with a strong commitment to diversity, equity, respect, and inclusion.

Additional Information:

This position has the potential to be performed as a hybrid of remote and on-site work with a minimum requirement of two days on-site. Questions related to flexible work should be directed to the hiring manager during the interview process.

To be considered for this role, applicants must submit a cover letter and resume. Application review will begin immediately and continue until the position has been filled.

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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