Part Time - Athletics and Student Affairs - Administrative Assistant - Penn State University : Job Details

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.

Background Checks/Clearances: 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.

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.

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 814-###-####.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.