Administrative Assistant for Penn State Better Kid Care Program

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The College of Agricultural Sciences at The Pennsylvania State University is seeking a highly organized and detail-oriented Administrative Assistant at the Intermediate/Senior Support level to provide essential support to the Penn State Extension Better Kid Care (BKC) unit. This position will assist the Administrative Support Manager with tasks related to financial management, budget preparation and oversight, and coordination of workflow for approximately 20 employees. The successful candidate will be responsible for monitoring a budget of approximately $3.5 million, ensuring compliance with financial processes, and regularly reporting on key data to support research and program planning efforts. Excellent communication skills are essential, as the role will require interaction with internal and external stakeholders, including vendors, staff, and other university units. This position has the potential to be hybrid/partially remote.

Key Responsibilities:

• Assist the Administrative Support Manager with managing the budget of approximately $3.5 million, including monitoring expenditures, preparing reports, and providing oversight.

• Work closely with the College's Financial, Grants and Contracts Offices, as well as other financial units at Penn State, to ensure accurate budget management.

• Prepare and complete regular data reports to support research and program planning for the program director.

• Coordinate and monitor the workflow of approximately 20 employees, ensuring timely delivery of project deliverables and work objectives.

• Facilitate effective communication across internal teams, external vendors, and university departments.

• Support the day-to-day operations of the Better Kid Care (BKC) team, managing logistics and contributing to the overall efficiency of the unit.

• Perform other administrative tasks and special projects as assigned.

This is a limited term position funded for one year from date of hire with excellent possibility of refunding.

Required Qualifications:

This position will be filled at the level of Intermediate Support or Senior Support, depending on the final applicant's experience and education. The Intermediate Support level requires a minimum of a High School Diploma/GED or Vocational Training/Degree with preference for a bachelor's degree, and two years of relevant administrative or financial support experience, or an equivalent combination of education and experience. Additional education and/or experience are required for higher-level positions.

• Strong knowledge and experience in budget preparation, financial reporting, and monitoring.

• Proficiency with Microsoft Office Suite (including but not limited to Excel, Outlook, Word, and PowerPoint) and other data management tools.

• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with staff, vendors, and external stakeholders.

• Strong organizational skills and the ability to manage multiple tasks simultaneously.

• Attention to detail and problem-solving abilities.

• Excellent technology skills, including familiarity with database and learning management programs, including FileMaker Pro 19 or 23, are required to assist with tasks related to the BKC Learning Management System.

• Data management, reporting, and analysis experience is needed to assist with grant reporting as well as program planning.

• The ability to work in a fast-paced team environment is essential.

Preferred Qualifications:

• Experience working in a higher education environment or within a research/extension setting.

• Familiarity with financial software and systems used within Penn State University (SIMBA and PSUbuy/Shop OnLion).

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.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: