Edtech.com's Summary

The Pennsylvania State University is hiring an Administrative Support Assistant for the Office of General Counsel. The role involves managing daily office operations, greeting visitors, handling communications, scheduling attorney meetings using Zoom and Microsoft Teams, maintaining confidential documents, supporting invoice processing, and coordinating travel and office resources.

Highlights

Serve as the first point of contact for visitors and callers, providing information and referrals.
Coordinate and manage complex attorney calendars, scheduling meetings virtually and in-person.
Process incoming and outgoing mail, including subpoenas and high priority legal documents.
Maintain confidentiality of sensitive information and materials.
Support processing of outside law firm invoices and data entry tasks.
Facilitate execution of agreements and obtain signatures for attorneys and leadership.
Oversee conference room reservations and preparations, including equipment readiness and catering.
Coordinate travel arrangements and process reimbursements.
Manage office supplies inventory, arrange equipment maintenance, and handle facilities work orders.
Required education is a GED or high school diploma with 2+ years of relevant experience or equivalent combination.
No certifications required; position requires successful background check and authorization to work in the U.S.
Salary range from $38,300 to $55,500, with competitive benefits including medical, dental, vision, retirement plans, paid time off, and a 75% tuition discount for employees and eligible family members.

Administrative Support Assistant Full Description

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 Office of General Counsel (OGC) is seeking a friendly, organized, and detail-oriented Administrative Support Assistant to join our team. This position plays an important role in supporting the daily operations of the office and serves as a first point of contact for both visitors and callers. The ideal candidate will enjoy working in a collaborative environment, take pride in providing excellent service, and handle sensitive and confidential information with care and discretion.

This is an in-person position that will require being in the office Monday through Friday.

The successful candidate will be responsible for the following:

Greeting customers, providing information, and referring as appropriate; Screening and processing routine telephone communications, mail, and requests.
Coordinating and managing complex attorney calendars including scheduling meetings via Zoom and Microsoft Teams, ensuring seamless logistics and monitoring calendars to prevent double bookings
Processing incoming and outgoing mail/deliveries including receipt of subpoenas and other high priority legal documents
Maintaining confidential and sensitive information and materials
Supporting the processing of outside law firm invoices, including monitoring incoming emails, and data entry
Facilitating the execution of agreements and document signatures for attorneys and leadership
Overseeing reservations and preparation of the OGC conference room and other in-person meetings, ensuring readiness of equipment and materials including catering
Coordinating travel arrangements, making reservations, and processing reimbursements
Maintaining inventory and order/purchase office supplies; Arrange for equipment maintenance; Process work orders for facilities repairs/needs.

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

acceptedRequired 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.

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.

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Original Job Description