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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Institute for Gravitation and the Cosmos (IGC) at The Pennsylvania State University is seeking an experienced Administrative Support Assistant 4 to manage the daily activities of the Institute. This position provides sole administrative support to the IGC director, three Center directors, and manages the space hosting 7 faculty, plus about 10 postdoctoral scholars, 30 graduate students, and several visitors. It requires a significant degree of independence and a willingness to seek out solutions to complex problems.

Duties include but are not limited to:

• Manage daily IGC activities (meetings, seminars, etc.) and administrative tasks associated with IGC personnel.

• Manage the IGC visitor program by preparing letters of invitation, processing visa applications, coordinating travel, honoraria and reimbursements for visitors, and managing the internal processes related to visitors.

• Manage and execute all logistics for meetings, receptions, seminars, workshops and conferences.

• Maintain general and research budget balances, provide expense projections, and provide monthly budget reports to all IGC faculty members.

• Process all financial documents for day-to-day operations and special events using SIMBA and SAP CONCUR, adhering to University policies and procedures as well as funding source spending guidelines.

• Design, create, and maintain IGC web pages, mailing lists, and the directory; publicize IGC events including workshops, conferences and weekly seminars; engage in social media outreach.

• Coordinate postdoctoral searches including postings and hires, monitor hiring process handled by HRSS.

• Manage Ccure security system and work with Physics facilities coordinator to manage space.

• Establish office procedures and oversee records management.

Education and Experience

Requires an associate’s degree or higher plus four years of related experience, or an equivalent combination of education and experience.

Candidate must demonstrate organizational skills with attention to detail and accuracy and exercise discretion and judgment while managing confidential information. Proficiency with some of the standard computer applications and programs such as Microsoft Word, Excel, PowerPoint and Outlook is necessary. Proficiency with Workday, SIMBA, and SAP CONCUR is strongly preferred.

Ideal candidates will have excellent communication and customer service skills and the ability to manage multiple priorities with a high level of professionalism. The individual should be able to work both independently and collaboratively as a team member with a minimum of supervision and have a demonstrated commitment to diversity and inclusion in all its forms. Strong knowledge of University policies and procedures is preferred.  

Additional Information

This position will require 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. 

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 .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action 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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