Penn State’s Office of the Physical Plant is seeking a professional to join the administrative staff team and act as the first point of contact for all Physical Plant departments providing professional and courteous front office service. Responsibilities include performing receptionist and office support duties such as greet customers/visitors; answer and direct telephone calls, provide information and refer as appropriate as well as serve as office’s main contact for parking permits and fleet vehicle reservations. Duties include scheduling of meetings utilizing Outlook, Office 365, and shared calendars, coordination and maintenance of calendar appointments and conference rooms, organize special events, gather information to prepare reports, create spreadsheets using Excel, maintenance of files and databases, distribute mail, maintain the inventory of office supplies using EBuy and scheduling meals for special events. Provide administrative support to OPP human resources staff, OPP directors as needed, and back up for the Associate Vice President office staff.
Reconcile travel expense reports in the ERS system for multiple units, oversee inventory and order/purchase supplies for office; troubleshoot copier, fax and other office/conference equipment and arrange maintenance, and process work orders for facility repairs. Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience. The successful candidate must be self-motivated, work well both independently and in a team setting, and have exceptional organizational, prioritization, and customer service skills. Proficiency with Microsoft Office, including Word, Outlook, PowerPoint, and Excel is required.
Proficiency with WorkLion, IBIS, ERS, and EBuy preferred. This typical work schedule is Monday through Friday, 7:30 a.m. to 4:30 p.m., but schedules may vary to meet unit needs.