Administrative Assistant (Facilities and IT) - Bellisario College of Communicati
Penn State University, University Park, PA, United States
Administrative Assistant - Intermediate Support
The Donald P. Bellisario College of Communications is looking for an Administrative Assistant - Intermediate Support to support both the Facility and IT Departments of the College.
The successful candidate will bring solid business administration experience, demonstrate leadership abilities, and enjoy collaborating with a team. This role also provides assistance to several offices, including the Dean's suite, Undergraduate and Graduate offices, Advising, Internship and Career Placement, and Diversity and Inclusion.
Key Responsibilities of this position include the following:
IT Department, Facilities, and Media Center Operations:
Coordinate daily operational activities for the IT Department, Facilities, and the Media Center.
Organize workflows, create and assign IT service tickets, and maintain schedules to ensure deadlines are met.
Purchasing and Inventory Management:
Manage end-to-end purchasing processes, including creating purchase orders, processing goods confirmations, and tracking orders to ensure timely and accurate delivery.
Procure office equipment and materials needed to support departmental operations.
Implement and maintain barcoding and asset-tracking systems to ensure accurate, up-to-date inventory records, including labeling and location monitoring of all departmental assets.
Oversee shared software licenses and departmental renewal payments.
Serve as Card Access Coordinator, managing security access permissions.
Act as Asset Transfer Agent, coordinating the movement, tracking, and documentation of departmental assets.
Administrative Support:
Serve as backup for the Parking Chair and Safety Officer as needed.
Coordinate meetings and provide logistical support for Facilities and IT components of events, conferences, and special functions.
Support the facilities coordinator with key management and key inventory tracking.
Monitor shared email inboxes and phone lines for Bellisario IT and Bellisario Facilities, ensuring timely responses and follow-up.
Serve as a procurement resource for colleagues, assisting with purchasing processes and inquiries.
Support mailroom and facility operations, including sorting mail, preparing shipments, and managing kitchen and office supply inventories.
Perform other duties as assigned to ensure smooth departmental operations.
Work Orders and Issue Resolution:
Create and submit OPP Work Orders for maintenance and facility requests.
Respond to routine and moderately complex inquiries regarding University and unit policies, processes, and procedures, serving as a knowledgeable resource for internal and external stakeholders.
Stakeholder Communication and Support:
Communicate regularly with internal and external stakeholdersincluding budget administration and managementto exchange information, resolve issues, and support operational needs.
Support Bellisario IT and Bellisario Facilities unit managers by promoting and modeling strong stewardship and compliance practices.
Minimum Education, Work Experience & Required Certifications
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
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 - $55,500.00. 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.
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.
The Donald P. Bellisario College of Communications is looking for an Administrative Assistant - Intermediate Support to support both the Facility and IT Departments of the College.
The successful candidate will bring solid business administration experience, demonstrate leadership abilities, and enjoy collaborating with a team. This role also provides assistance to several offices, including the Dean's suite, Undergraduate and Graduate offices, Advising, Internship and Career Placement, and Diversity and Inclusion.
Key Responsibilities of this position include the following:
IT Department, Facilities, and Media Center Operations:
Coordinate daily operational activities for the IT Department, Facilities, and the Media Center.
Organize workflows, create and assign IT service tickets, and maintain schedules to ensure deadlines are met.
Purchasing and Inventory Management:
Manage end-to-end purchasing processes, including creating purchase orders, processing goods confirmations, and tracking orders to ensure timely and accurate delivery.
Procure office equipment and materials needed to support departmental operations.
Implement and maintain barcoding and asset-tracking systems to ensure accurate, up-to-date inventory records, including labeling and location monitoring of all departmental assets.
Oversee shared software licenses and departmental renewal payments.
Serve as Card Access Coordinator, managing security access permissions.
Act as Asset Transfer Agent, coordinating the movement, tracking, and documentation of departmental assets.
Administrative Support:
Serve as backup for the Parking Chair and Safety Officer as needed.
Coordinate meetings and provide logistical support for Facilities and IT components of events, conferences, and special functions.
Support the facilities coordinator with key management and key inventory tracking.
Monitor shared email inboxes and phone lines for Bellisario IT and Bellisario Facilities, ensuring timely responses and follow-up.
Serve as a procurement resource for colleagues, assisting with purchasing processes and inquiries.
Support mailroom and facility operations, including sorting mail, preparing shipments, and managing kitchen and office supply inventories.
Perform other duties as assigned to ensure smooth departmental operations.
Work Orders and Issue Resolution:
Create and submit OPP Work Orders for maintenance and facility requests.
Respond to routine and moderately complex inquiries regarding University and unit policies, processes, and procedures, serving as a knowledgeable resource for internal and external stakeholders.
Stakeholder Communication and Support:
Communicate regularly with internal and external stakeholdersincluding budget administration and managementto exchange information, resolve issues, and support operational needs.
Support Bellisario IT and Bellisario Facilities unit managers by promoting and modeling strong stewardship and compliance practices.
Minimum Education, Work Experience & Required Certifications
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
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 - $55,500.00. 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.
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.