Administrative Assistant - SBDC

$34,800 - $55,500/Yr

Pennsylvania State University - State College, PA

Full-time - Entry Level

State College, PA

Educational Services

About the position

The Penn State Small Business Development Center (SBDC) is seeking a full-time Administrative Assistant to provide essential administrative support to the Director and staff. This role involves managing daily operations, developing office management procedures, and ensuring efficient functioning of the departmental office.

Responsibilities

• Manage department calendars, schedules, and travel arrangements.
• Coordinate meetings, calls, webinars, and events, including logistics and materials.
• Provide meeting support, including agenda preparation and minute transcription.
• Maintain confidential files and records.
• Coordinate events and workshops.
• Handle data entry, create simple reports as requested, and general office administration.
• Maintain confidential personnel, client, and fiscal files.
• Oversee the maintenance of office files and records.
• Manage all SBDC calls and emails and serve as the first point of contact for internal and external inquiries.
• Provide information and referrals to appropriate staff or agencies.
• Coordinate schedules for visitors and interviewees.
• Respond to/resolve stakeholder conflicts and issues and inform the Director.
• Interface with University IT systems personnel.
• Maintain knowledge of University Affirmative Action policies, procedures, and reporting requirements.
• Serve as the point of contact for Ben Franklin Technology Partners with their routine administrative duties.
• Greet visitors and maintain a welcoming environment.
• Timekeeping in Workday and coordinating fleet car reservations.
• Maintain department directories and other shared electronic communications and data storage.
• Manage supplies, equipment, and office inventory.

Requirements

• High School Diploma/GED or Vocational Training/Degree or higher and 2+ years of related experience, or an equivalent combination of education and experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with evidence of the ability to meet deadlines and respond to changing priorities.
• High comfort level with technology such as software, spreadsheets, electronic meetings, smartphones, Zoom, Microsoft Teams, and calendar management tools.
• Proficiency in MS Office 365.

Nice-to-haves

• An associate's degree or bachelor's degree in business or a related field.
• Basic web editing, e-marketing, creative apps (such as video editing or Canva), and graphic design skills.
• Interest in and passion for small business and community development efforts.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Retirement plans
• Tuition discounts (75% discount for spouse and children)
• Paid holidays