New

Administrative Assistant

The Pennsylvania State University
paid time off, sick time, remote work
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Dec 20, 2025
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, seeNotice to Out of State Applicants. POSITION SPECIFICS The Center for Theory of Emergent Quantum Matter(C-TEQ),part ofthe Institute for Computational and Data Sciences (ICDS) Quantum Hub, is hiring an administrative assistant (intermediate or senior support based upon qualifications) serving as the Assistant to the Director and to support its launch and ongoing operations of this new center.This position supports C-TEQ by managing administrative workflows, coordinating personnel and visitor processes, managing calendars and events, and maintaining financial and outreach systems that enable research and collaboration.The ideal candidate is highly organized, detail-oriented, and able to work collaboratively across a diverse academic community. Primary Duties and Responsibilities: Provide administrative support to the Center Director, faculty, postdocs, graduate students, and visitors Manage calendars and coordinate meetings for the Director and seminar/conference rooms Process postdoc hires, separations, and contingent worker records using Workday and WorkLion Administer the visitor program: prepare invitation letters, advise on visa types, initiate visa applications via iStart, and guide visitors through PSU policies and housing logistics Organize and execute logistics for seminars, workshops, conferences, and receptions Establish and maintain office procedures and ensure compliance with university record retention policies Track and reconcile budgets using SIMBA; prepare financial reports and assist with proposal budgeting Process travel arrangements, purchasing, and expense reports; support faculty and students with SAP Concur Assist with proposal preparation by providing cost estimates and financial documentation Maintain center web pages and outreach materials; design and update interactive forms Promote center events through social media (LinkedIn, Instagram) and bulletin boards Required Qualifications: Coordinating and scheduling appointments for senior staff members, committees, meetings, etc. High level of proficiency with Microsoft Office 365 programs such as Outlook, Word, and Excel Organizational skills with attention to detail and accuracy Additional desired qualifications and skills include: Familiarity with Zoom, Microsoft Teams, OneDrive, and SharePoint; Experience with Penn State systems (SIMBA, SAP Concur, 25Live, Pure, SciVal); Ability to manage time and projects independently; Capacity to handle confidential information and time-sensitive tasks; Ability to quickly learn new administrative systems and databases 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; or an equivalent combination of education and experience accepted 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 $38,300.00 - $61,000.00. 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. The Pennsylvania State University 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