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Administrative Support Assistant

Job Description


  • 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 .


The Institute for Gravitation and the Cosmos (IGC) is seeking an experienced Administrative Support Assistant to manage the daily activities of the Institute. This position provides sole administrative support for the IGC director and three center directors, and all Institute activities. In addition, the position provides primary support for 7 faculty members and the associated postdoctoral scholars and graduate students. Duties include but are not limited to: Manage daily IGC activities to include 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 SAPConcur, 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. Establish office procedures and oversee records management.

Education and Experience:

Typically requires a High School diploma or higher plus three 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 SAPConcur 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.

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. 


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. 


Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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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Penn State is committed to the health of our local and global communities. As a condition of employment, all employees are required to comply with COVID-19 vaccination or testing requirements. Click on Penn State Covid-19 Vaccination or Testing Requirements to learn about the requirements as well as general COVID-19 information at Penn State.

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University Park, PA

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