Administrative Assistant - Department of Biobehavioral Health

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, see Notice to Out of State Applicants.

POSITION SPECIFICS

The Department of Biobehavioral Health is seeking an administrative assistant. This role will provide day-to-day administrative and operational support for the Department of Biobehavioral Health (BBH) in the College of Health and Human Development. The position supports departmental leadership, faculty, and graduate students by managing administrative processes, coordinating travel and meetings, assisting with budgets, and ensuring departmental workflows run efficiently. The position is highly collaborative and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in an academic environment.

RESPONSIBILITIES

Travel & Expense Coordination Coordinate travel logistics for faculty and graduate students, including booking through SAP Concur and Anthony Travel. Assist with completing SAP/Concur forms for travel and group meals. Track expenses and support financial documentation processes. Verify receipts and ensure compliance with university reimbursement policies. Review documentation for accuracy and ensure submission deadlines are met. Assist the BBH leadership team with managing budgets related to general funds, research grants, contracts, and endowments. Data & Reporting Prepare reports and materials to support departmental leadership Track departmental workflows and commitments to ensure processes remain efficient and up to date. Monitor and initiate financial transactions, track expenditures, assist in managing budgets for general funds, research grants, contracts and endowments.' Administrative & Operational Support Prepare documents, reports, presentations, summaries, contracts, and proposals. Schedule meetings, coordinate calendars, and reserve meeting spaces. Greet and assist visitors to the department. Manage general office and departmental administrative needs.

QUALIFICATIONS / SKILLS

Experience with expense tracking in SAP Concur or similar financial systems. Strong attention to detail and the ability to review documents for accuracy and compliance. Strong organizational skills with the ability to manage multiple priorities and deadlines. Experience coordinating calendars, meetings, and travel arrangements. Proficiency with Microsoft 365 tools including SharePoint, OneDrive, Outlook, Word, Excel, and Teams.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications:

None If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications:

None

LOCATION

This position is primarily on-site at Penn State's University Park campus in State College, PA, with the option to work one remote day per week. Questions related to work schedules should be directed to the hiring manager during the interview process.

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 $38,300.00 - $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. 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. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines There's a reason Penn State consistently ranks among the top one percent of the world's universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom - it's the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania's sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters - more than half a million strong - driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.