Administrative Assistant - Penn State Ag Progress Days Facility

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Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The College of Agricultural Sciences at Penn State is seeking a dynamic and experienced individual to serve as an Administrative Assistant for the Ag Progress Days (APD) Office. The position requires advanced knowledge of business operations oversite including expertise in financial operations. This position will also assist the APD manager in coordination of all aspects of facilitating key college-level events that are hosted at APD. These include the annual Ag Progress Days event, the largest outdoor agricultural exposition and educational event on the east coast held in August with over 400 exhibitors and an attendance of over 45,000. Additionally, this site hosts the biannual Timber Show in July as well as a number of smaller events throughout the year.

Primary responsibilities include but are not limited to:

• Schedule and coordinate use of APD facility and meeting spaces with internal and external groups year-round, executing indemnification agreements and facility reservation contracts following university policies.

• Provide administrative support for the 18 farm residences managed by CoAS by tracking payments and lease agreements.

• Coordinate committee meetings, aid in agenda setting and recording minutes in support of program initiatives.

• Develop event budgets, track expenses, and create reports within the master account system and process financial transactions using university systems such as SIMBA and SAP Concur.

• Manage the exhibitor registration process, sponsorships, and donations using a specialized vendor registration system and track payment.

• Develop official event program content, oversite of event promotion in print and digital formats using university systems such as Workfront and updating the APD website.

• Process part-time wage payroll employees in Workday.

The successful candidate must be highly motivated, organized, and detail-oriented, with professional written and verbal communication skills, excellent interpersonal skills, experience in event management, including business administration, and a teachable spirit. The staff member must be able to work as both a member of a team as well as independently to support program and event coordination at the Ag Progress Days Facility. We are seeking passionate candidates who bring a strong connection to the agricultural sector, whether through direct professional experience or indirect industry exposure.

Work Arrangements:

This position requires the successful candidate to work in person, on-site initially for at least six months and then could be eligible for a hybrid arrangement of three days in the office and two days remote based on the individual's performance and at the hiring manager's discretion.

Required Qualifications:

• Experience and proficiency in SAP Concur, Microsoft Office (Outlook, Word, Excel, SharePoint/OneDrive/Teams) and Zoom is required.

• This position will require the development of skills to become proficient in the APD specialized vendor registration system.

• Associate's degree and 4+ years of relevant experience, or an equivalent combination of education and experience.

Preferred Qualifications:

• SIMBA experience is highly preferred.

• Knowledge of AutoCAD is preferred.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Application Information:

Both a cover letter and resume must be submitted for consideration for this position.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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.

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