Administrative Assistant

Title: Part-Time Administrative Assistant

Location: Jefferson County United States

Job Description:

Penn State Extension in Jefferson and Clarion counties is seeking to hire an administrative assistant. This person will work two days a week in the Jefferson Office and two days a week in the Clarion Office. They will work closely with the Extension Business Operations Manager, Client Relationship Manager,  Extension Educators and other Administrative Support Assistants to help ensure the smooth and efficient daily operation of the Penn State Extension offices in Jefferson and Clarion Counties.

The Administrative Assistant will:

• Assist with county Extension program and events coordination; provide administrative support for 4-H and Master Gardener volunteer programs

• Provide customer service and customer relationship support

• Help coordinate office communications, multimedia product development and publications

• Perform other clerical and administrative duties of administrative support as needed

Specific responsibilities can include:

• Serve as receptionist or first-line liaison to internal and external customers and provide general office support

• Greet customers, answer telephone, provide directions or information and solve routine issues Communicate routine and general information to staff, customers, and/or public about standard services, processes, and procedures using prescribed or established guidelines

• Schedule/cancel appointments and meetings

• Assist educators with event planning and coordination including scheduling facilities, facility contract management, and event logistics

• Maintain educational resource and publication files, and order publications as necessary

• Maintain Customer Relationship Management program files and databases in Salesforce and help generate, prepare and distribute mass mailings

• Assist with set-up of off-site workshops, classes, council meetings or special events as assigned

• Assist Extension Educators in maintaining and filing documents and reports for grant programs

• Assist Educators with many clerical and administrative tasks supporting our 4-H and Master Gardener volunteer programs with registrations, volunteer compliance tracking, annual 4-H enrollment processing / expense voucher preparations / invoicing, etc.

• Other duties as assigned or requested

Qualifications and requirements:

• Must maintain a professional appearance, represent Penn State University and the county Extension office in a professional manner, and exercise sound professional judgment in carrying out duties assigned by the Business Operations Manager, Client Relationship Manager, and Extension Educators.

• Should be able to assume the temporary/occasional role and duties of other office support staff on an “as needed basis” across a multi-county area.

• Must have the ability to work as part of the Extension team as well as to work independently and have the ability to follow procedures as determined by Penn State Extension.

• Must have excellent communication, phone skills, organizational, and interpersonal skills; be attentive to detail; have the ability to handle multiple priorities/deadlines; and be able to exercise discretion in handling sensitive and confidential information.

• Being proficient in the use of internet searches, file formatting, document retrieval, and e-mail is strongly preferred.

• Experience in a team environment with excellent team skills

• Be able to work independently to multi-task, and to prioritize workload in a fast-paced ever-changing environment.

• Candidates should possess excellent grammar and proofreading skills, advanced computer skills specifically with Microsoft Excel, Word, Outlook, PowerPoint, Publisher, Office365 and with Penn State’s Salesforce web based customer relationship management software application.

• Typically requires 1+ years of related experience and a High School diploma or higher or an equivalent combination of education and experience. Candidates without a high school diploma will not be considered.  

The position is based at Penn State Extension Jefferson County office located at 186 Main Street, Brookville, PA 15825 and the Penn State Extension Clarion County office at 100 Amsler Avenue, Shippenville, PA 16254

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

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.

Penn State 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.