Administrative Assistant - Department of Biobehavioral Health
Penn State University, University Park, PA, United States
Administrative Assistant
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.
Salary & Benefits
The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.
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.
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.
Salary & Benefits
The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.
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.