Administrative Assistant - Senior Support (Physics Department)

The Pennsylvania State University
paid time off, sick time, remote work
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Sep 04, 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 Pennsylvania State UniversityDepartment of Physicsis seeking a candidate for an Administrative Assistant - Senior Support.Expectations for the lead senior research staff assistant include managing routine tasks and issues and proposing a developed solution to the Administrative Support Manager for intermediate to complex tasks. Examples include developing and managing a system for collecting and processing required forms in a timely manner to meet established deadlines and developing a customized budget report system to meet the individual needs of each assigned faculty, visitor or staff member. In addition, this person will be organizing and maintaining the information mentioned above, analyzing data including departmental and faculty budgets and expenditures. Lead research administrative assistant providing training, guidance, and direction to two other research administrative assistants in the department. The successful candidate will work closely with the Eberly College of Science (ECoS) Finance Office and Research Office to facilitate processing of appropriate forms and documents.Excellent interpersonal and organizational skills are essential, along with the ability to work both independently and as a member of a team. Your job duties may include but are not limited to: Maintain and monitor budgets for 15 faculty and their groups. Prepare and process various reports, orders, and financial forms using SIMBA and SAP Concur. Create budget reports for the faculty that will project future income and expenditures. Monitor funds available, grant end dates, and matching funds spending. Work closely with financial and research offices in the Eberly College of Science. Resolve inquiries to ensure compliance with university policies and procedures. Compose, review, and distribute internal and external communications to the department. Serve as the backup for the Administrative Support Manager. Perform non-routine and confidential administrative duties, and proxy responsibilities as authorized including graduate assistantships, pay changes, supplemental pay, and one-time payments in Workday. In SIMBA, approve labor distribution plans, effort certifications, non-po invoices, and journal entries for the department. Maintain departments sponsored accounts. Managing monthly LEO core facilities invoices. Managing monthly gas cylinder invoices by verifying funding sources/availability. This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Associate Degree 4+ 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 $42,100.00 - $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