Part Time - Athletics and Student Affairs - Administrative 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 Brandywine is seeking an Administrative Assistant to provide on-campus support for the day-to-day functions of Brandywine's Athletics and Student Affairs departments.

• Reconcile purchasing card transactions for departmental staff.

• Prepare and submit reimbursement reports for coaches, including travel-related expenses and receipt tracking.

• Support budget maintenance and reporting for Student Initiated Fee (SIF) and Student Facility Fee (SFF) Committees in collaboration with department staff.

• Serve as a SIMBA system resource for Athletics and Student Affairs, generating financial reports as requested.

• Process departmental purchases through purchase orders and Shop OnLion.

• Act as departmental timekeeper, reviewing and approving biweekly wage and federal work-study timesheets, ensuring accuracy.

• Post and manage jobs in the HRIS, Workday, and assist with onboarding all new part-time hires.

• Troubleshoot and resolve payroll discrepancies and ensure timely communication with relevant departments.

• Coordinate with student employees to develop and maintain the weekly front office schedule for student affairs.

• Submit facility, IT, and maintenance requests for Athletics and student organization events.

• Provide logistical and on-the-ground support for events such as Orientation, End-of-Year Banquet, Hall of Fame Induction, and fundraising initiatives.

• Assist with the creation and publication of communications, including the Brandywine Bulletin and Stall Stories

• Maintain guidelines and day-to-day operations for student front office workers.

• Complete other duties as assigned to support departmental objectives.

• Ideal candidates will demonstrate proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
• Prior experience in administrative support, event coordination, financial operations, and payroll processing is highly preferred.

This is a part-time opening, typically 24 hours per week with the potential for additional hours during peak periods. May require periodic night and weekend hours.

For full consideration, please submit a completed application, resume, and cover letter.

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