Part Time Office and Event Assistant

• 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, seeNotice to Out of State Applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Penn State Lehigh Valley is seeking a highly dependable candidate with strong customer service and communication skills for the position of Office and Event Coordinator as part of its Finance and Business team.

The selected candidate will serve as the first line liaison at the reception desk processing communications to external and internal contacts and managing office supplies and equipment. Candidate will support select internal events and oversee all external events. Candidate will provide direct administrative support to the Finance and Business department. Candidate will also assist with supervising front desk student workers and serve as an I9 onboarding partner.

This part-time position is for 24 hours/week. Applicant must be available Monday - Thursday, 9am-2pm and Fridays, 10 am - 2pm. During the start of every academic school year beginning mid-late August, there is an opportunity to work 40 hours/week for up to 3-4 weeks.

Candidate must be able to incorporate feedback quickly, work collaboratively, and manage multiple assignments tosupport campus departments as needed in a fast-paced environment with an eye to detail and maintaining confidentiality as required.

The successful candidate will be responsible for the following:

• Greet all customers and provide needed campus information
• Act as point of contact for all external events, facilitate all communications, process room rentals and invoices, arrange travel, maintain client files
• Manage 25Live (PSU reservation system), maintain current inventory of rooms and resources, provide daily and weekly event reports
• Own the purchasing process from start to finish for office inventory and supplies - create shopping carts, purchase orders, confirm goods receipts, and ensure timely processing of all invoices and expense reports
• Perform basic clerical duties i.e., voicemail, mail, copy, print, scan, shred, fax, laminate, bind, mail merge
• Maintain work unit files, visitor log, parking permits, fleet vehicles, keys, and Lost & Found
• Maintain campus directories, campus map, and organizational charts including LionSpace
• Support Finance & Business unit by receiving and processing payments
• Maintain office equipment: schedule maintenance, troubleshoot basic errors; process work orders for repairs as needed
• Serve as I-9 onboarding partner for student and wage workers
• Schedule and maintain class cancellation/announcement boards
• Assist with supervising front desk student workers- involved in hiring, training, scheduling, support, time approval, delegation of work
• Assist other units with special tasks as needed

This position typically requires a high school diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Employment with the University will require successful completion of background check(s) in accordance with University policies.

Please provide a resume and cover letter at the time of application.

CAMPUS SECURITY CRIME STATISTICS: