Administrative Support Assistant 3
Job Number: REQ_0000013502
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 is seeking a candidate for an Administrative Support Assistant. The Administrative Support Assistant will be a detailed oriented and organized. This position will perform complex tasks with minimal supervision.
This position has shared functionality between HFS Purchasing and Facilities and Planning. Task focuses may change based on overall operational needs and scope of projects and may change over time. Currently the main focus will be purchasing functions.
This position is responsible for review, preparation and electronic processing of purchase orders including approval of purchase orders to assigned dollar limit. Provide leadership to the planning and facilitation of support activities for an office or work unit. Arrange meetings; lead coordination and planning of special events, conferences, and other functions. Compile and organize information to develop agendas, meeting materials, and reports Assist in tabulating bids and preparing bid requests and Requests for Proposal's. Tabulate bids, record quotation, product information and purchase order information in the systems used for University reports. Compile, process, and place orders for internal and external customers. Maintain records for Food and Drug Administration, United States Department of Agriculture and food safety recalls. Answer telephone and written requests from University departments and companies regarding purchase orders, delivery issues and product quality issues. Handle invoice problems with departments and vendors obtaining credits, refund checks or corrected invoices as necessary. Monitor and maintain budgets; track expenditures Set up and maintain applications, inspection records, Insurance, and other document for all vendors. Assist Purchasing Agents in processing of various contacts and agreements. Handle budgetary modifications. Compile, organize and evaluate information and reports for data analysis. Produce data driven reports and spreadsheets. Specific to Facility Planning, this position may prepare and tracks various budget documents, signature forms and coordinates with OPP for utility interruptions, maintenance & emergency shutdowns. Also, as a local access coordinator, this position may maintain staff and student access and security within the CCure System and provide administrative back-up support for the HFS Maintenance Shop.
The ideal candidate needs to be a flexible, proactive team player and have the ability to organize and maintain a large amount of detailed information in addition to multi-tasking and prioritizing responsibilities in a fast-paced environment.
Additional Preferred Education, Experience, or Certifications:
Operation of office equipment, MS Word, Excel and Windows/Web-based software applications experience highly desired. Knowledge of Foodpro, CCure System, SIMBA, and University Purchasing and financial system preferred. Strong skills with Microsoft Excel required.
This position typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience.
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.