Administrative Assistant - Child Health Research Center (CHRC)

Administrative Assistant

The Child Health Research Center (CHRC) within the College of Health and Human Development is seeking a highly organized, detail-oriented, and collaborative Administrative Assistant to support the administrative, operational, communications, and research activities of the Center. This position reports directly to and is supervised by the Administrative Assistant Supervisor and works closely with CHRC faculty, staff, students, and external partners. The Administrative Assistant serves as administrative support to the Center while providing assistance for operational and financial processes as needed. This position may provide administrative support to the CHRC Director and assist with ensuring continuity of daily operations.

This position is based in State College, PA, at the University Park campus and offers a flexible work arrangement that combines remote and on-campus work. Weekly work on campus will be required.

Typical duties include:

• Plan, organize, support, and coordinate daily office activities and operational processes.
• Schedule meetings and maintain shared calendars.
• Coordinate meeting logistics, agendas, materials, and follow-up communications.
• Serve as a primary point of contact for visitors, students, faculty, and external partners.
• Draft, edit, and distribute correspondence, reports, templates, memoranda, and communications.
• Maintain shared electronic files, records, databases, and documentation.
• Manage records retention and onboarding documentation.
• Coordinate facilities requests, space management updates, and OPP work orders.
• Provide administrative support to the CHRC Director when the Administrative Assistant Supervisor is unavailable.
• Assist with maintaining continuity of office operations during staff absences.
• Assist with purchasing office supplies and routine operational materials.
• Collect and organize documentation for purchasing card reconciliation and expense processing.
• Upload receipts, invoices, and supporting documentation into University systems for review and approval.
• Maintain transaction logs, filing systems, and supporting records.
• Prepare spreadsheets and supporting documentation for review by the Administrative Assistant Supervisor.
• Serve as backup support for routine financial and purchasing processes.
• Support proposal development by collecting and organizing required documentation.
• Maintain grant calendars and deadline tracking systems.
• Assist with formatting biosketches, CVs, and proposal-related documents.
• Maintain and update CHRC website content.
• Assist with newsletters, communications, marketing, branding, and social media activities.
• Participate in Center-wide initiatives, committees, and special projects.

Qualifications include:

• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal and communication skills, with the ability to interact professionally with individuals at all levels.
• Demonstrated professionalism, discretion, confidentiality, and sound judgment when handling sensitive information.
• Ability to work collaboratively under the direction of the Administrative Assistant Supervisor while also exercising initiative and independent judgment.
• Strong attention to detail and the ability to prioritize tasks effectively.
• Ability to adapt to changing priorities while maintaining accuracy and efficiency.

Minimum education, work experience, and required certifications:

If filled as Administrative Assistant - Senior Support, this position requires an Associate Degree and 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 a General Equivalency Diploma (GED) or High School (HS) and 2+ years of relevant experience. Required Certifications: None.

Preferred experience includes:

• Experience with administrative and enterprise systems, including Workday, Concur, SIMBA, Microsoft Teams, and SharePoint.
• Experience providing research administration support and/or working in a higher education administrative environment.
• Experience with website maintenance, digital communications, marketing, and social media.
• Experience using technology and administrative tools to improve workflow, collaboration, and organizational efficiency.

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00. 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.