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

POSITION SPECIFICS

The Center for Theory of Emergent Quantum Matter(C-TEQ)part ofthe Institute for Computational and Data Sciences (ICDS) Quantum Hub is hiring an administrative assistant (intermediate or senior support based upon qualifications) serving as the Assistant to the Director and to support its launch and ongoing operations of this new position supports C-TEQ by managing administrative workflows coordinating personnel and visitor processes managing calendars and events and maintaining financial and outreach systems that enable research and ideal candidate is highly organized detail-oriented and able to work collaboratively across a diverse academic community.

Primary Duties and Responsibilities:

• Provide administrative support to the Center Director faculty postdocs graduate students and visitors
• Manage calendars and coordinate meetings for the Director and seminar/conference rooms
• Process postdoc hires separations and contingent worker records using Workday and WorkLion
• Administer the visitor program: prepare invitation letters advise on visa types initiate visa applications via iStart and guide visitors through PSU policies and housing logistics
• Organize and execute logistics for seminars workshops conferences and receptions
• Establish and maintain office procedures and ensure compliance with university record retention policies
• Track and reconcile budgets using SIMBA; prepare financial reports and assist with proposal budgeting
• Process travel arrangements purchasing and expense reports; support faculty and students with SAP Concur
• Assist with proposal preparation by providing cost estimates and financial documentation
• Maintain center web pages and outreach materials; design and update interactive forms
• Promote center events through social media (LinkedIn Instagram) and bulletin boards

Required Qualifications:

• Coordinating and scheduling appointments for senior staff members committees meetings etc.
• High level of proficiency with Microsoft Office 365 programs such as Outlook Word and Excel
• Organizational skills with attention to detail and accuracy

Additional desired qualifications and skills include:

• Familiarity with Zoom Microsoft Teams OneDrive and SharePoint; Experience with Penn State systems (SIMBA SAP Concur 25Live Pure SciVal); Ability to manage time and projects independently; Capacity to handle confidential information and time-sensitive tasks; Ability to quickly learn new administrative systems and databases

MINIMUM EDUCATION WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn States salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional 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 .

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