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JOB DESCRIPTION AND POSITION REQUIREMENTS: The Pennsylvania Technical Assistance Program (PennTAP) which resides within the Office of Entrepreneurship and Commercialization is currently seeking an Administrative Specialist to join our team.

The mission of PennTAP of providing Pennsylvania companies with technical assistance and access to Penn State's talented faculty and students in order to solve business challenges fits strategically under the land grant mission of Penn State.

We are looking for a creative professional who will thrive in a collaborative work environment and can contribute to the overall success of PennTAP by helping to support, monitor, and grow the services offered for small businesses seeking assistance from Penn State.

Responsibilities: Key responsibilities include the following:

Administrative - Provide office management, maintain calendars of Director and all staff located throughout the Commonwealth, independently draft correspondence to office inquiries, make referrals to resource partners across the state, participate in staff and team meetings, capturing action items and prepare minutes, maintain files and databases. This position will be the main office resource for all external communication/reports to ensure completeness, accuracy, proper grammar and formatting. Coordinate meeting logistics including scheduling, material preparation and agendas.

Grant Management - Assist with collection of client data and prepare reports. Develop working knowledge of multiple databases including Constant Contact, TIMS (PennTAP custom database), Executive Pulse (the DCED Statewide CRM Program), and SalesForce (CRM to replace TIMS). Enter new data, maintain existing client data, and create reports as needed. Assist with the collection of environmental data by maintaining client survey process to support grant reporting - maintain MS Forms and Power Automate flows, conduct all customer survey mailings, collect responses in TIMS/Excel spreadsheets, monitor and analyze activity, and provide custom reports to staff and Director as needed. Develop mastery of client reporting databases.

Marketing - Assist with monthly webinar series, coordinate print orders, manage collateral inventories, order promotional materials, support regional and statewide workshops and other events and assist marketing staff with support as needed. Monitor the effectiveness of PennTAP educational and technical assistance efforts through a database and reporting software program. Assist with the development of PowerPoint presentations. Process leads and prospects that come in via website or phone.

Finance - Provide financial support to ensure efficient workflow and processes, including monitoring budgets and processing financial transactions in SIMBA, Lion Marketplace, SAPConcur, etc. Maintain inventories and purchase office supplies, complete registrations/memberships/certifications as needed. Process work orders, complete fleet/travel reservations and registrations for events for all staff, assist with budget preparation. Follow financial policies, prepare all expense reports, process PO and Non-PO invoice requests and submit confirmations, request and terminate purchasing cards, submit contracts to Procurement Office for review/payment.

Supervisor - Direct and oversee projects for work stu y student, provide guidance for completing projects to work-study student. Review and approve timecards in WorkDay.

Education and Experience: This position will be filled as an Administrative Assistant - Intermediate/Senior Support, based on the qualifications of the successful candidate. It minimally requires a High School diploma or higher and 2+ years of related experience, or an equivalent combination of education and experience.

Proficient use of Microsoft Office products (including Word, Excel, PowerPoint, Sharepoint, Teams, etc.) is required and other software including SIMBA (or any financial system), SAPConcur (travel and expense reimbursement system), Salesforce and Qualtrics is highly preferred.

The successful candidate will also have the following: Excellent interpersonal, organizational skills, and attention to detail Dedication to and understanding of the skills required to build relationships with diverse communities Demonstrated commitment to diversity, equity, and inclusion Strong proofreading, written/oral communication and customer service skills The ability to work on several tasks at once, while prioritizing appropriately in a fast-paced environment Demonstrated ability to take initiative, self-motivate and work both independently and as part of a team Commitment to professional development, learning and being mentored

Work Arrangement: PennTAP is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion inallits forms.We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.

The salary range for this position, including all possible grades is: $38,300.00 - $61,000.00

Salary Structure - additional information on Penn State's job and salary structure.

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.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender ident